Groupwise Basic Tasks

Sending a mail message

  1. Click  Create New Mail.
  2. A Mail To dialog box appears.
    • If you know the email address, enter it in the To field e.g.
    • If you do not know the email address, place your cursor in the To field and search for an email address as follows:
      • Click Address 
      • An Address Selector dialog box opens.
      • Select an Address Book from the Look in: drop down list.
      • In the Address List, double-click the email address or addresses that you require.
      • Click OK.
    • Enter a Subject.
    • Enter a message in the message body field.
    • Click Send
  3. The message is sent.

Saving a draft message in the Work in Progress Folder

A draft mail message can be completed and sent at a later date, once it is sent it will be removed from the Work in Progress folder. If you cancel or close a mail message before sending it you will be prompted to save the item to the Work in Progress Folder.

To save a message as a draft:

  1. In the Mail To: dialog box, click  Save.
  2. The Folders dialog box opens.
    • Select the Work In Progress folder.
    • Click OK.
  3. Click  Close to close the Mail to: window and return to your mailbox.

To retrieve a draft message:

  1. Select the  Work In Progress folder from the Folder List.
    • Browse to the relevant saved draft message.
    • Double-click the draft message.
  2. The message opens in a Mail from: message dialog box.
    • Complete the email.
    • Click  Send.
  3. The message is sent.

Reading Messages

New mail messages appear in bold in your mailbox. Once a message has been read it will no longer appear in bold text.

  1. In your  Mailbox,
    • Either double-click to open a message .
    • Or select a message and click Actions | Open.
  2. The Mail From: dialog box opens.
    • Read the message.
    • Click Close to return to your Mailbox.

HTML and Plain Text

By default GroupWise will open messages in Plain Text. Should you receive a message which contains HTML formatting, you will still be able to read the contents of the message, but no formatting or pictures will be visible unless you switch to HTML view.

Switching to HTML view allows you to view items in GroupWise that have been composed in HTML. You can also compose messages in HTML. An HTML toolbar above the Message box gives you HTML options such as text formatting, text colour, lists, inserting lines and pictures, inserting a background image, and inserting links.

Temporarily switch to HTML view:

  1. Open an item
  2. Either click View | HTML or click  HTML icon in the message toolbar.
  3. The message contents will be displayed in HTML.

To change the default view to HTML:

  1. Select Tools | Options.
  2. Double-click Environment.
  3. Click Views.
    • Select HTML in the Default Compose View and Default Read View group boxes.
    • Click OK.
    • Click Close.

NOTE: If you select Force next to Plain Text in the Default Read View group box, a message will inform you whenever an HTML-only message cannot be displayed because no plain text version is available; however, you can still click View | HTML to view it. If you do not select Force, HTML-only messages are displayed in HTML, even though you have selected Plain Text for the default read view.

Attaching a file to a message

  1. In the Mail to: dialog box, click Attach a File.
  2. The Attach File dialog box opens.
    • Browse to the file to be attached.
    • Select the file, and click OK.
  3. Repeat step 2 for each file that you want to attach.
    • Click Send.
  4. The message is sent with attachments.

Viewing attachments

Attachments can be opened in the associated application, saved to your hard drive or printed. If the attachment is a forwarded email then you have the option to open the mail in a single window or in it’s own window.

  1. In your :techhelp:groupwise:mailboxfolder.gif Mailbox, double-click to open a message .
  2. A Mail from: dialog box appears.
  3. Click the attachment icon/s below the message, e.g. ,,.
  4. The contents of the attachment are displayed in the message area.
    • Click Message in the attachments pane to display the original message.
  5. Click  Close to return to your Mailbox.

Saving file attachments

File attachments can be saved in two ways, you can either right-click the attachment icon or save it from the file menu.

  1. In your Mailbox, double-click to open a message .
  2. A Mail from: dialog box appears.
    • Select the attachment icon below the message, e.g. .
    • Click File | Save As.
  3. The Save dialog box appears.
    • Click Browse.
  4. The Browse for Folder dialog box appears.
    • Select a folder.
    • Click OK.
  5. In the Save dialog box:
    • Click Save.
    • If there is more than one attachment, click Save until all are saved, if necessary.
    • Click Close.
  6. In the Mail from: dialog box, either continue reading the mail or click Close.

Printing File attachments

File attachments can either be printed directly from GroupWise or from the associated application.

  1. In your Mailbox, double-click to open a message .
  2. A Mail from: dialog box appears.
    • Select the attachment icon below the message, e.g. .
    • Click File | Print.
  3. The Print dialog box appears.
    • In the Items to print list, select the attachment/s.
    • Either print directly from GroupWise.
      • Click Print.
    • Or print from the associated application.
      • Select Print Attachment with the associated application check box.
      • Click Print.
      • The associated application is opened.
      • The document is sent to the printer.
      • The associated application closes automatically.
  4. In the Mail from: dialog box, either continue reading the mail or click Close.

Forwarding messages

  1. In your Mailbox or Sent Items folders:
    • Either select a message and click Forward.
    • Or double-click to open a message.
      • In the Mail From: dialog box, click Forward.
  2. The Mail To: dialog box appears.

Replying to messages

Reply messages do not automatically include the file attachments from the original message. You can however attach files to a reply as you would to any other mail message. See: Attaching a file to a message

  1. In your Mailbox,
    • Double-click to open a message.
    • Click Reply.
  2. The Reply dialog box appears.
    • Either select Reply to sender or Reply to all.
    • If you do not want to include a copy of the original message in your response, deselect Include message received from sender.
    • Click OK.
  3. The Mail To: dialog box appears.
  4. Your message is sent.

Deleting Messages

When you delete a message from your mailbox or any mail folder, it is moved to the Trash folder. The message will remain in the Trash folder until you empty it manually or until the folder is emptied automatically, according to network settings.

  1. In your Mailbox,
    • Select the message to be deleted..
    • Either click Delete.
    • Or drag the message to the Trash folder.
  2. The message is removed from your Mailbox and appears in the Trash folder.

Restoring Messages

When you delete a message it goes to the Trash folder. While the message is stored in the Trash you have the option to undelete it and restore the message to its original folder.

  1. In the Trash folder,
    • Select the message to be restored.
    • Click Undelete.
  2. The message is returned to your Mailbox.

Purging messages

  1. In the Trash folder.
    • Select the message/s to be purged.
    • Click Delete.
  2. The Empty Selected Items dialog box appears warning that items removed from trash are not recoverable.
    • Click Yes.
  3. The item is deleted and you are returned to the Trash folder.

Hint: In order to select more than one message at a time hold down Shift and click the messages that you want to purge.

Create a signature

GroupWise allows you to use more than one signature. Create as many signatures as you need then either select which one should be used by default or set it up so that you are prompted to choose the required signature each time you send a message.

  1. Select Tools | Options
  2. The Options dialog box appears.
    • Double-click Environment icon.
  3. The Environment dialog box appears.
    • Select the Signature tab.
  4. The Signature pane appears.
  5. Click New to create a new signature.
  6. The New Signature Name dialog box appears.
    • Give the signature a name, for example, “Work” or “Personal”.
    • Click OK.
  7. You are returned to the Signature pane.
    • Type the text for your signature into the text box, using any formatting that you’d like.
    • Click the Signature checkbox to insert a tick and activate the signature.
    • Either select Automatically add or Prompt before adding.
    • If you wish to set this signature as the default, check the Default checkbox.
    • Once you are satisfied with the signature, click OK.
  8. The signature has been created.