• Basics
  • What is GroupWise?
  • Navigating and using GroupWise
  • Passwords
• Retrieving email
  • Opening a message
  • Using QuickViewer
• Sending email
  • Sending a basic email message
  • Adding a signature
  • Sending an attachment
  • Checking the status of an University-sent message
  • Retracting unopened University messages
• Working with the address book
  • Copying names to different address books
  • Adding names to the address book
  • Creating email groups
  • Sending a group email
• Managing email
  • Creating folders
  • Moving email into folders
  • Deleting messages
  • Automatic message deletion
  • Archiving messages
  • Reading archived messages
  • Retrieving messages from trash
  • Automatic message sorting - rules
• Calendar
  • Creating Appointments
  • Modifying existing appointments
  • Creating group appointments
  • Creating tasks
  • Creating reminder notes
  • Printing a calendar
  • Viewing University room calendars
• Allowing access to others
  • Proxy feature
  • Starting a Proxy Feature
  • Ending a Proxy Feature
• Accessing GroupWise from the Web
  • WebAccess Client
• Help
  • Built-in help, User's Handbook, video tape

Basics

• What is GroupWise?
  GroupWise is an integrated email and calendering system. In the future, voicemail will also be integrated.
• Navigating and using GroupWise
  The University's GroupWise program is Windows based; the basic interface looks and behaves similiar to Windows Explorer. The standard view contains drop-down menus and a toolbar. In addition, many features are available to you by clicking your right mouse button once.
• Passwords
  To set-up a password, go to Tools, Options, Security, Password and enter a password in the appropriate boxes.

Retrieving email

1. Within GroupWise select the Mailbox.
2. To open the message, double-click the message you would like to read.

Using QuickViewer to open messages

1. Within GroupWise, go to the View drop-down menu, and select QuickViewer.
2. When you select a message, the message appears in the bottom half of the GroupWise screen.

Sending email

• Sending a basic email message

1. Click the Create New Mail icon.
2. Fill-in the email address. If it is a University address or you have entered the person into an address book, you can select the address from the address book. Or type the recipients name in the To: field. If the email is going to multiple individuals, separate each address with a comma.
3. Fill-in the subject line and type your message.
4. Click the send button to send the message.

Note: GroupWise has a spell check feature.

1. To spell check your message, go to Tools, Spell Check.

• Adding a signature

1. To add a signature to your outgoing mail, go to the Tools drop-down menu, Options, Environment.
2. Select the Signature tab.
3. Type in your signature information, choose a signature option and click ok.

• Sending an email attachment

1. After you have addressed and composed your email, click the attach button (the paperclip) and browse and locate the file you wish to attach.
2. Select the file by either double-clicking the file or selecting the file and clicking ok. An icon of the file will appear in the lower half of your message.
3. Click send.

• Checking the receiving status of messages sent within the University system

1. To check to see if a message sent within the University has been received and opened, first select the Sent Items folder.
2. Find the sent message, and using your scroll bar, scroll to the right to check the status of the message.
3. Additional information can be found by double clicking the sent message or, alternatively, right clicking the message and selecting Properties.

• Retracting unopened University messages

Note: Only non-opened messages sent within the University or to individuals with GroupWise can be retracted.

1. To retract a message, go to the Sent Items folder.
2. Click the message to be retracted, and press delete.
3. When the Delete Item dialog box appears, choose which mailbox the message should be deleted from.
4. Click ok.

Working with the address book

• Copying names to other address books

1. To copy a person from one address book to another, for example from the Novell GroupWise Address Book to you personal address book, right click the name, select Copy to and choose the address book where you would like the name to appear.

• Adding names to address books

1. To add a name and email address to an address book, first click the address book icon.
2. Then, click the Add button at the bottom of the Address book dialog box and select Person.
3. When the Information for New Entry dialog box appears, fill-in the person's name, email address and any other pertinent information.
4. Click ok.

• Creating email groups

1. To create a email group, first go to the address book where the group is to be created.
2. Ensure that all members of the group exist within the address book. Names can be added either by copying them from an existing address book or adding them as new persons.
3. Within the address book, double-click the names to be included in the group. The names should appear in the To: panel on the right side of the screen.
4. When all the names have been selected, click the Save Group button and name your group.
5. Your group name will appear with your other addresses in the address book.

• Sending a group email

1. To send a group email, after clicking the Create New Mail icon, either type in the group name or select the group from the address book.
   

Managing email

• Creating folders

1. To create a folder to store emails, first select Cabinet.
2. Then, on the right half of your screen, click your right mouse button one time.
3. Select New, Folder.
4. Name your folder.
   

• Moving email into folders

1. Email messages can be moved by first selecting the message and then dragging them into the appropriate folder.

• Deleting email

1. To delete an email, select the message and press delete.
2. Or, select the message and click and drag the message to the recycle bin.
   

• Automatic email deletion

1. GroupWise automatically deletes messages that are over 90 days old.
   

• Archiving email

Messages that need to be saved beyond 90 days can be archived.

1. To archive a message, first select the message.
2. Go to the Actions drop down menu and select Archive. The message is moved and stored on your computer's hard drive.
   

• Reading archived messages

1. Within GroupWise, go to the File drop-down menu and select Open Archive.
2. Double-click the message to open it.
3. To close Archive, go to File drop-down menu, and deselect Open Archive.

• Retrieving messages from trash

1. To retrieve messages (or appointments, tasks & reminder notes) first open the trash can by double clicking the trash can icon.
2. Then, right click the message to be restored and select "undelete."
3. The message will return to its original location.

• Automatic sorting of email - rules

1. Mail can be sorted automatically. To set up sorting rules, go to Tools, Rules.
2. When the Rule dialog box appears, select new. The edit rule dialog box appears.
3. Create a name for your rule - fill in the Rule Name box.
4. Select the item types, that is, the items that are to be acted upon e.g. 'mail.'
5. Click the Define Conditions button.
6. If you want mail from a specific person/organization to be acted upon, choose 'From' and type their name, as it appears in the 'From' field of their address, in the 2nd box. Click ok.
7. Click the Add action button. To move email into a specified folder, select 'Move to Folder' and then select the correct folder where the mail should automaticially move. Click Move, Save and Close.

Calendar

• Creating appointments

1. Within calendar view, double-click the time when you want the appointment to begin.
2. Then, fill-in the subject, place, duration and any message information. Click the "Post" button to enter the information

Or

1. Click the new appointment button.
2. Fill-in the subject, place, start time, duration and message information.
3. Click the "Post" button to enter the information.

• Modifying appointments

1. Double-click the existing appointment.
2. When the appointment dialog box appears, change the information as needed.

• Creating group appointments

1. Click File, New, Appointment
2. In the To: field, fill-in the names of the people to attend the group appointment. The address book can be used to fill-in names. Include yourself in the To: field if you are to attend the appointment.
3. Fill-in the appointment location, subject, message, start date, start time, and duration.
4. Click the "Send" button.

• Creating tasks

1. Click the "Create new task" button.
2. Fill-in subject, priority level, and start date.
3. Click the "Post" button.

Or

1. Within the task area of your calendar, double-click the task area.
2. When the task dialog box appears, fill-in the subject and priority level.

Tip: To reveal the task area within your calendar, click the task button.

• Creating reminder notes

1. Reveal the Reminder area of your calendar by clicking the Reminder notes button.
2. Double click within the Reminder note area.
3. Fill-in the subject, message and date.
4. Click the "OK" button.

• Printing a calendar

1. After navigating to the GroupWise calendar folder, click File, Print calendar.
2. When the dialog appears, select the calendar type, make any formatting changes via the Format tab and choose any options using the Options tab.
3. Preview calendar, then click print.

• Viewing University room calendars

1. Within the calendar, click the multi-user calendar tab.
2. Click the Add User button - the icon with two faces on it.
3. Click the Address book icon and locate and select the room that you would like to view.
4. Click Ok.

Allowing access to others

Other staff members can be allowed to access the information within your GroupWise account. To let others view your calendar or mail, first define who and what type of information they can access.

• Step One Setting-up the Proxy feature - allowing access to others

1. Select Tools, Options, Security
2. Select the Proxy access tab.
3. After clicking the address button, select the name of the person who you are allowing access.
4. Click ok to add the person to the access list.
5. Select the person's level of access.
6. Click ok and close.

NOTE: Within Security, Proxy Access tab, make sure that when "Minimu..." (Minimum User) is selected, NO access rights boxes are checked. If option boxes are checked for "Minimu..." any campus GroupWise User will have access to your account.

• Step Two - starting a proxy session

1. To access someone else's account, they must first have granted you proxy rights. See above.
2. Click the proxy icon located in the lower left corner of your GroupWise screen.
3. Select Proxy and select the username using the address book.
4. To view another user's calendar, go to the calendar and select the Multi-user list icon.
5. Using the address book, browse and select the other user.
6. After selecting the other user's name, click the add button.

• Ending a proxy session

1. To end a proxy session, click the proxy icon located in the lower left corner of your GroupWise screen.
2. Deselect the other users name and select your own.

Accessing GroupWise from the Web - The WebAccess Client

1. Before you will be able to access your account from the Web, you will need to set-up a password from your office computer.
2. To set-up a password, go to Tools, Options, Security, Password and enter a password in the appropriate boxes.
3. To open your account from the Web, first open your web browser.
4. In your browser's address field type in "mail.nwhealth.edu"
5. Type in your full name (e.g. "Sue Johnson") and password and click the gray login button.
6. Most features of GroupWise will be available to you when you use the WebAccess Client. Some features, such as archiving email messages, the Proxy feature, and others, are not available to you via the web.
7. Remember to log out of your account, preferably by clicking on the Log out of GroupWise WebAccess icon (the open door) located on the left panel of the screen.

GroupWise Help

GroupWise has built in Help features. To access Help go to the Help drop-down menu and select one of the options. In addition, each department was given a GroupWise User's Manual - check this manual for additional features or more detailed instructions. One set of GroupWise instructional video tapes is also available and can be checked out from the Help Desk, ext. 357.