Using Groupwise

 

Overview

Every email account also has access to other powerful information management features. When you open the GroupWise program to read your email, you may have noticed more folders below your inbox.

Mailbox - contains all of your received messages
Sent Items – contains a copy of every email you have sent
Calendar – electronic datebook and scheduler
Contacts – your address book
Checklist – a to do list
Work in Progress – Store unfinished emails for later
Trash – Where every above item goes when you delete it.

In this document, we will cover some of the areas above. If you have any additional questions, please feel free to give the tech department a call or send us an email.


Mailbox

When you click on the Mailbox, a list of all your unsorted email is shown to you. This includes all unread email that you have received. To read a message, double click on the message and the program will open a new window to view it. 

 

To reply to a message, click the Reply button.

A small window will pop up to ask you about your new reply. There are 2 options and a checkbox. The Reply to sender option opens a new message window to the person who sent you the message. The Reply to all option will open a new message window to everyone that received the original message. The Include message received from sender option will include a copy of the message below your new message. The purpose of this is to remind the recipient about the discussion you were having. When you are finished composing the message, press Send. You may also Forward a message to another person. When viewing an email, press the Forward button. A new email window will open. Compose the message as usual and send it when you are finished. This will send a copy of the email you were reading, along with anything you have added, to the recipient(s).

 

To send a new message, click on the New Mail button. The new message window will open. Just address the message, give it a subject, and type it. When you are finished typing the message, press Send.

Calendar

The GroupWise Calendar is a full-featured calendar and scheduling application. To start using the calendar, click the Calendar folder in the navigation pane. The calendar you will see will either be a 1, 7, 31, or 365 day calendar. You can select which layout you would like by pressing one of the layout buttons. Also, please pay attention to the visibility buttons, if these are not selected, you will not see the appointments, tasks, and notes assigned on the calendar.

 

 

The 1-day layout displays a full day’s schedule as well as a notes and tasks section. To set an appointment, right click over the time you wish to set the appointment, and select New.

You will be presented with a couple of choices:

  • An Appointment is an event that includes you and one or more people. Much like an email message, you add the recipients and subject and the text of the message. You also include a place, time of the meeting, and the duration. When you send this message, an invitation will go out to all of the recipients. They will be able to Accept or Decline the invitation. Anyone who Accepts the invitation and the sender will have an entry automatically created in their calendar.
 * A Posted Appointment is an appointment only for you. It is exactly like an Appointment except that it does not contain a “To” field. “Posted” is used throughout GroupWise. Notes, Tasks, Appointments, and Messages all have a “Posted” counterpart. Usually, the default option for a button is the non-posted type of message. Most buttons have secondary options and can be accessed by using the small black pull-down arrow next to the main button. Creating new Notes and Tasks is similar to Appointments in that they have both Regular and Posted types. The types of information needed may change slightly.

7 Day View

The 7-day layout is similar to the 1-day layout except that there are no task and notes views by default. If you would like to see the tasks or notes sections, click on the corresponding visibility buttons.

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31 Day View

The 31-day view shows an entire month of schedules, tasks, and notes. You may turn off the visibility for any of the three schedule types by pressing the corresponding visibility buttons.

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365 Day View

The 365-day view shows the entire year. Only the dates with appointments, notes, or tasks are marked on this calendar (in bold numbers). No other information is available unless you select the day, then switch to the 1, 7, or 31-day views.

 

 

Message/Appointment Notification

 
To receive notifications you must have GroupWise Notify installed on your computer. To determine if GroupWise Notify is installed, you should see a blue globe in bottom right corner of the screen. Sometimes this globe is covered with a white envelope. If you do not see this program, please contact the Tech Department and we will enable it on your computer.

Calendar/Appointment Notifications:

When an appointment, note, or task is scheduled in the future, if an alarm is set, you will see a little clock in the top-left corner of the event. You can toggle this option by right clicking on the event and then selecting the Alarm option. To toggle it back, repeat the same steps.

To configure the Alarm properties, from the main GroupWise toolbar, select Tools → Options. Double-click the Date & Time

button. In the Alarm Options section, you can select if Alarms are set by default (Set Alarms when accepted) and how long before the event that you will receive notification.

To customize the types of alerts you receive, right click on the GroupWise Notification icon in your system tray and select options.

Select the Alarms tab and you will see the screen below.  The show dialog option will display a popup when an event is approaching, much like when you get an email. The play sound option will audibly alert you (if you have speakers) when the event approaches. A set of sample sound files are available in the Shared Folders.

Close all of your configurations windows and start enjoying the Calendar!


Email Notifications

Most computers have email notification enabled. This is the feature that pops up a small box when you receive an email. You can set the notification popup to display a box, play a sound, both options, or neither option.

To customize the types of email notifications you receive, right click on the GroupWise Notification icon in your system tray and select options. Then click on the Notify tab to change the settings for email notifications. 

There are 3 different priority types for email. Most email arrives with a Standard Priority. Email Senders can choose to select a Low Priority or High Priority. The GroupWise Notification allows you to set up different notifications depending on the priority if you choose to do so.

As you can see above, my settings for Standard Priority messages are set to Show dialog (the popup message), and Play sound. You may turn on/off either option. If you would like to play a sound when you receive a message, you can download a sound byte from the internet and save it to your F: drive or choose from one of the sound files from the Shared Folder. Once you have your sound file of choice, select the file by pressing the yellow folder icon and navigating to the location of the file. NOTE: Not all computers have speakers yet. If you would like the Tech Team to check your computer for sound support, give us a call or drop us an email.


Checklist

Use the Checklist folder to keep track of items requiring an action. Items in this folder have a corresponding checkbox and can be ordered and checked off when completed. You can move any item, including mail messages, into the Checklist folder.


Work In Progress

The Work In Progress folder is a folder where you can save messages, appointments, tasks, and notes you have started but want to finish later.

To save an unfinished message click the File menu option, then click the Save Draft. A window will pop up asking you to choose a folder in which to save the draft. Choose the Work In Progress folder and then press OK.

You do not have to choose the Work In Progress folder, but it is recommended.

 

 

 

 


Cabinets

Cabinets are used to categorize messages, appointments, tasks, and notes. Over time, a person’s mailbox can become cluttered with messages, some of which may be important. You can use cabinets to create folders in which to organize your inbox. To create a Cabinet, right click on the Cabinet folder and select New Folder.

When prompted, select Personal Folder and then press the Next button. Then give the folder a name and a description. Next, select the cabinet folder from the list and press next. Finally, click the Finish button. A new folder should be created for you under the cabinet folder. You can move messages around by either copy/paste or drag and drop. There are a lot more features that the cabinet folders can do such as sharing folders between users, using message rules to automatically sort incoming email, etc. Please give the Tech Department a call should you like to try out one of these advanced features.


TRASH!

Finally there is the trash. Over 50% of the space that our email takes up on the server comes from the Trash folders of all the users. Please delete some old trash items from time to time. It is not a problem at the moment, but I can see somewhere down the line where we might have to force trash deletion if it gets out of hand.

Enjoy GroupWise…………