GroupWise User Frequently Asked Questions
Table of Contents
- How do you conceal the subject line of an appointment from a busy search?
- How do I sort by "Last Name" instead of "Name" in my Address Book?
- How do I add the last name and first name fields to my Address Book?
- How do I place copies of mail I send in the Sent Items folder?
- Why do names keep appearing when I type in the "To:" field?
- What is Work in Progress used for?
- How do I change what prints when I print my calendar?
- How do I print a full month of my calendar?
- How do I add people to my Personal Address Books?
- How do I sort my mail by date, subject, or who it is from?
- How can check to see if my mail was opened, or deleted?
- How do I get my toolbar back?
- How can I view only the unopened mail in my mailbox?
- How can I view someone else's calendar?
- How do I give someone access to my calendar?
- How do I change/set my GroupWise password?
- How can I check my mail using the Web?
- How do you replace a sent items folder?
- What is the 180 day rule?
- How do I archive my older mail?
- Is there a quicker way to check my sent items?
- What happens if I run out of space while moving my archive?
- What are "Rules" and how can I use them?
- How Do I setup a Proxy.
How do you conceal the subject line of an appointment from a busy search?
The short answer: click on the appointment and hit F8 to mark the item private.
The whole story: When you post an appointment in your calendar, it marks out the time as busy so that when someone busy searches your calendar to set an appointment they can see when you are and are not available. In addition to seeing when you are available, the time, date, and subject line of scheduled appointments appear in the busy search window. By marking the item private (F8), the busy search window will no longer display the subject line of the message.
Side note: If you have granted someone proxy rights to your calendar, and you do want them to see private information, you can add that to their list of rights under the proxy menu by clicking "View items marked private".
- Open the GroupWise address book.
- Move your mouse cursor over the "Name" column-title (The word "Name" that's underlined on the grey bar), and right-click on it, and choose "Last Name" from the list.
- When you do that, the "Last Name" column-title will appear to the left of the "Name" column-title, and will now be underlined.
- When the column-title is underlined it means that searching the address book will be done by last names.
- Open the GroupWise address book.
- Move your mouse pointer over the grey column-title bar.
- Right-click on it and select "Last Name" and repeat the process and choose "First Name".
- If the two columns are not where you want them, simply drag and drop them where you want them on the column-title bar.
Technically you don't. The "Sent Items" folder is not really a folder. It is a folder that return the results of a search, in particular, mesasages that were sent.
- Click on Tools>Options, and double-click on "Send".
- Now, click on "Mail".
- In the first section, put a check in the box next to "Create a sent item to track information".
- Then select the option "All information", and then click on "OK" and "Close".
- Now GroupWise will create a sent item for every mail you send out.
This is the default setting in GroupWise 6
When you begin typing in the "To:" field of a new mail message, the GroupWise 6 client will scan your "Frequent Contacts" and the "Novell GroupWise Address Book" to try to automatically fill in the address you're trying to type. You may add other book to your "Name Completeion Search Order" by following the instructions here.
The Work in Progress folder is a convenient place to save mail messages, appointments, etc., that you are still working on and have not sent. When you select "Save Draft" from the "File" menu while in a new message or appointment, the default save location is the "Work in Progress" folder. Once the message or appointment is saved there, it is safe to quit the GroupWise client. To continue working on the saved message, highlight the "Work in Progress" folder and double-click on the message or appointment.
You can configure the calendar printing format by clicking on "File" and choosing "Print Calendar...". There you'll notice all of the different options for calendar printing.
- Click on File>Print Calendar... .
- Choose "Month" in the "Type" section.
- In the "Available Forms" section, choose the format you want.
- In the "Form Size" and "Form Orientation" sections, make whatever selections are appropriate in your situation.
- If you want to make some specific modifications to what will be printed in the calendar, you can click on "Content" or "Options" to make additional changes.
- Then click on "Print" and you're done.
- Open your GroupWise address book.
- Click on the tab of your address book you want to add an entry to.
- At the bottom of the address book window, click on the "Add" button.
- In the "New Entry" window, choose "Person" and click "OK".
- Now, type in the information you have and click on "OK".
- Your new entry will be placed in the address book you had opened.
Just a note on this subject. When you reply to an email message, GroupWise automatically puts the sender's email address in the "Frequent Contacts" address book. From this book you can move the entries into your personal address book.
- Open GroupWise and choose the folder you want to look into.
- Place your mouse pointer over the column-title that you want to sort by, right-click, and choose either "Sort Ascending" or "Sort Descending".
- Also, you can click on View>Display Settings>Sort..., and choose a category to search by and whether you want "Ascending" or "Descending".
In order to see whether or not your mail has been opened and deleted, you need to look at the sent item of that message.
To look at a "Sent Item" you need to open the "Sent Items" folder and find the message you want to look at. When you find the message you want, right-click on it and choose "Properties". You will see a wealth of information including a status indicating whether the message has been opened.
By default GroupWise is set to only show whether the message was delivered and not whether it was opened, deleted, replied to, or purged. If you want the "Sent Item" to show more information, then you need to follow the directions below.
- Open GroupWise and click on Tools>Options, and double-click on "Send"
- Select the "Mail" tab and under the "Create a Mail Item to Track Information" section, choose the degree of reporting you want.
- "Delivered" lets you know only that the mail arrived in the recipient's mailbox.
- "Delivered and Opened" lets you know that the mail was received and opened.
- "All Information" tells you if the message arrived, if it was opened, if it was replied to, and if it was deleted.
You can also configure status tracking for appointments, tasks, and notes.
- Click on Tools>Options, and double-click on "Send".
- Now, pick the appropriate tab depending on what you want information on.
- Then choose what information you want recorded in the propery sheet.
Click on "View" and choose "Toolbar". Your tool bar should reappear.
There are a few ways to do this.
A quick search -- This is the easiest, least permanent way.
- Click on Tools>Find... and choose the "Find" tab.
- On the right-hand side of the window under "Look in:" select where you want GroupWise to search for the unopened mail messages.
- Under the "Item Type:" section, choose "Mail".
- Under the "Item Source:" section, choose "Recieved".
- Click the button labeled "Advanced Find" in the bottom right corner of the window.
- Find the up-and-down arrow button with the word "End" on it and click it.
- Choose "And" from the option menu that pops up. When you choose "And" a new set of fields will appear, and a drop down menu will open.
- Choose "Item Status" from the drop down menu.
- Now, click on the up-and-down arrow button to the right of the first field and choose "Does not include".
- In the last field, click on the down-arrow and choose "Opened", and click "OK".
- Click "OK" again, and GroupWise will perform the search.
Create a query folder -- This is a way to keep the search for future use.
A query folder is a folder that, when opened, will show the results of a saved search. In order to create a query folder, follow the directions above for the quick search, and then from within the search window follow these steps.
- Click on "File" and choose "Save As Folder".
- Type in the name you want to give the folder in the "Name" field.
- In the "Position" field, navigate to where you would like the new folder to reside.
- Click on "Finish".
Now when you click on this folder to open it, the search will be repeated, and you'll see the results on the the right in GroupWise.
Create a Filter -- A filter is an action that runs on a folder you have selected that displays only the messages that fit a certain criteria. This is how you create a filter.
- Click on the filter button (bottom right hand corner of GroupWise client), and choose "Filter".
- In the first field, choose "Item Status".
- With the button in between the first and second fields, choose "!" meaning "does not include".
- In the second field, choose "Opened".
- With the last button, choose "End".
- Now click on "OK", and you've created a filter.
In order to remove the filter, you can click on the filter button and choose "Clear Filter". If you want to save the filter, so you can pull it up later without having to type in the search again, after step 5 above, click on the "Filter" menu item in the filter dialogue, and choose "save" and type in a name for the filter and whether you want it on the menu or not and click "OK". Now when you click on the filter button, you will see the filter name that you created and will only have to click on the name in order to kick off the filter.
In GroupWise 6, there are two ways to view another user's calendar. You can proxy into the other user's account and view the calendar, or you can have the other user share their calendar with you to view in the Multi-User calendar. Here's how to do both.
Using proxy, the first thing that needs to be done is the user whose calendar you want to access needs to assign you proxy rights. Here's how they would do it.
- From within GroupWise, click on Tools>Options>Security.
- Now, click on the "Proxy Access" tab.
- Type in or look up the user name that needs rights, and click on the "Add User" button.
- Now, highlight their name in the window below and assign whatever rights they need.
- Click on "OK" and then "Close" and it's finished.
At that point, the rights are set, and all you have to do is click on the proxy button (bottom left hand corner of the GroupWise client window) and choose "Proxy". Then type in or look up the name of the user you want to proxy to, and click on "OK". At that point, you can open up the other user's calendar.
The other way is to use the "Multi-User" calendar.
The way this works is that the user whose calendar you want to use will give you proxy rights as above, and then you will be able to gain access to their calendar with the steps below.
- Open the GroupWise calendar.
- Click on the "Multi-User" tab.
- Look for the little button with the two people on it with a plus sign between them. It will be just below the calendar tabs on the right side.
- Now, click on that button.
- Type in or look up the user whose calendar you have rights to.
- Click on "Add User".
- The name should then show up in the window below, and you should put a check in the box next to it.
- Now, click on "OK".
- You're done.
Using the "Multi-User" calendar, you can view a number of calendars side by side.
Follow the instructions for assigning proxy rights given above in the first section.
- From the main GroupWise window, click Tools>Options>Security.
- Click on the "Password" tab.
- Type in your new password, and type it a second time to confirm it.
- Click on "OK", and "Close".
- You're done.
Point your Web browser (Netscape, Explorer) to GWW.UNT.EDU. In the Name field, enter your first and last name. For example, Jon Doe. Type your password in the Password field and click Login. You must have a GroupWise password set to check your GroupWise mail using the Web. GroupWise passwords are not necessarily the same as login passwords.
If your name is not unique in the GroupWise system, you may have to specify which GroupWise account you are logging in to. You do this by entering your post office, a period (.), and your user ID. For example, DSA.JDoe. If this fails, try using your domain, a period, your post office, a period, and your user ID. For example, Admin.DSA.JDoe.
You may click the "Help" button on the GroupWise Web login page for detailed instructions.
Replacing the "Sent Items" folder is an easy task. Follow these steps.
Follow the procedure for creating a new folder.
Create a "Find Results" folder.
Select the "Predefined folder" option.
Select "Sent Items" from folder types available.
Complete the folder creation process.
To ensure that the GroupWise system performs efficiently, GroupWise items older than 180 days are automatically deleted on a daily basis. GroupWise mail messages, appointments, and tasks are all affected by the 180 day rule.
To ensure that you do not lose any messages or appointments, you should archive mail and appointments that are approaching 180 days.
The first step in archiving your mail is setting up an archive directory. We suggest that you set up an archive directory on a server in your area that gets backed up regularly. Here's how to set one up.
- From the main GroupWise window, click Tools>Options>Environment and click on the "File Location" tab.
- In the "Archive Directory" field type in the UNC path for your archive directory, or use the folder button to navigate to the location you want to put it in.
- Now, click on "OK" and "Close".
At this point, the archive is set up. Now, in order to archive a message, you can highlight a certain message or messages, and click on Actions>Archive, and whatever you've selected will get archived.
You can set archiving up to be done automatically for all messages, tasks, appointments, and reminder note. Here's how.
- From the main GroupWise window, click Tools>Options>Environment, and click on the "Cleanup" tab.
- Under the cleanup options you can set up the auto-archiving features
.
Many comment that the "Sent Items" folder is too slow. For Macintosh users, it simply does not exist. The fastest way to check the status on sent items is by using the "Show Sent Items" button. To enable the "Show Sent Items" button, do the following.
- Make sure the toolbar is enabled by selecting View>Toolbar.
- Edit the toolbar by placing your mouse pointer over the toolbar and clicking the right mouse button and selecting "Properties".
- Then select the "Customize" tab.
- In the "Categories" window, select "View".
- There's an icon that looks like two closed envelopes with a red arrow pointing up and to the right. Click on this icon and then click on the "Add button" button under the "Categories" window.
- Now, make sure you click on the "OK" button or else the button you just added will not stay on the toolbar.
Now that you have the "Show Sent Items" button enabled, you may want to enable the "Show Received Items" button, if it is not already on your toolbar. Simply follow the same steps you did to get the "Show Sent Items" button on the toolbar. The "Show Received Items" button is the one that has a blue arrow pointing down on two envelopes.
If you get both buttons activated at the same time, the best way of setting things back to normal is to click on the globe next to your name at the top of the left-hand pane of your GroupWise client and then click on the "Mailbox" icon.
The reason this approach to seeing the sent items is faster, is because the "Show Sent Items" button uses an index search vs. the "Sent Items" folder which is a query search.
If for some reason the target location runs out of space in the middle of moving archive files, you have two choices. First, if this occurs, you will get a message stating The disk is full with which the only option to click is "OK". After clicking "OK", another message comes up with your two choices, "Unable to move or find archive files from old directory. Do you want to create new files?." If you choose "NO", then the operation will be aborted and everything will be left the same. If you choose "Yes", then the archives you are moving will be destroyed and will no longer be accessible. Do not choose "Yes".
You can use rules to define a set of conditions and actions to perform on incoming items. For example, you can automatically move mail received from a specific user or group to a folder, reply to them, or delete them.
To demonstrate, we will create a rule that moves all the mail your supervisor sends you to a folder labeled with their name.
The first thing you need to create is a folder that the rule will move the mail to.
- From within the GroupWise client, look in the folder pane on the left, and find the "Cabinet" icon.
- Highlight the "Cabinet" icon and then right-click on it and choose "New folder".
- Choose the "Personal Folder" option and click "Next".
- Type in your supervisor's name in the "Name:" field, and click "Next".
- Now, click finish.
Now you have a folder labeled with your supervisor's name in your "Cabinet". You may have to click on the plus sign to the left of the cabinet before you can see your new folder.
Now create a rule that moves the mail automatically.
- From within GroupWise, click on Tools>Rules, and click on the "New" button.
- Type your supervisor's name in the "Rule name" field.
- In the "When event is" section, make sure the first button says "New item" on it, and that "Recieved" has a check mark beside it.
- Then, in the "Item type" section, put a check in the box next to "Mail".
- Now click on "Define Conditions" and from the pull-down menu under the first field, choose "From".
- The next item to the right of the first field is a button that probably has "[]" on it. The two brackets "[]" are what we need. If the brackets are not what you see, then click on the button and choose them.
- In the next field, type in what is in the "To:" field of a message from your supervisor. This is what the rule will look for when it is executed.
- Lastly, make sure the button to the right of the field with your supervisors name has "End" written on it. If it doesn't, click on it and choose the "End" option.
- Then, click on "OK" and you're ready for the next step.
- Now, click on the "Add Action" button and choose "Move to folder...".
- Select the folder under the "Cabinet" that you created with your supervisor's name, and click on the "Move" button.
- Now, click on "Save" and make sure there is a check in the box next to your new rule name and then click "Close".
