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Novell GroupWise® 6

1. Harry Wong From Subject Date y Mabe Sent Items EE Alecia Mendenhall Yesterday s conference call 047247 i Calendar f Martha de la Torre Re Yesterday s conference call 047247 he _ Ej Tom Matijakovich Re Yesterday s conference call 047247 Work In Progress EJ Molly Jones New Laptops are In 047247 EJ Cabinet s Jeanie Yacoub Your feedback is needed 047247 Y Trash 3 Walter Sanchez How s the work on Proj 879 going 04 24 0 Y IMAP Account El Walter Sanchez Re How s the work on Proj 879 ge 047247 News Account E Marlena Lamaroux Fwd Interesting link about the new 04 24 Talkway s Mallu lanes Thanks tn everunne who helned wi 4 5 al 43 Connecting to GroupWise server live Selected 1 Total 28 Using Caching Mode 237 To use Caching mode the client installation must be a standard installation not a workstation installation Your system administrator can specify settings that do not allow you to use Caching mode or that require you to use only Caching mode The following sections give additional information about Caching mode Caching Features on page 238 Setting Up Your Caching Mailbox on page 238 Synchronizing Your Caching Mailbox with Your Online Mailbox on page 240 Deleting Items in Your Caching Mailbox on page 241 Opening a Different Version of a Document in Your Caching Mailbox on page 241 Viewing Pending Requests on
2. Fatima Haughey Re What s a good time 04 25 01 09 354M Els Ricky Steadman Customer Satisfaction Reports 04 25 01 09 37AM 39 Colleen Bolton Fimal Test Plan 04 25 01 09 38AM f Colleen Bolton Re Final Test Plan 04 25 01 09 39AM El Martha de la Torre Bagels and doughnuts this morning 04 25 01 09 47AM Dg Kuo Chang Huang Submit your vote for Employee oftl 04 25 01 12 00PM HB Jeanie Yacoub Project status report due this Friday by m 04 27 01 08 00AM ES Ana Dharmapalan o Malls Tann Me no INI Annan I Al Mailbox Size 9 Selected 1 Tota 22 Discussion Threads Discussion Threads shows the e mail discussion of an original item and all its replies grouped in hierarchical order 4 Click z on the toolbar to view by Discussion Threads Getting Started 27 Novell GroupWise Mailbox Ox File Edit View Actions Tools Accounts Window Help A y 4 E amp Q gt SS he a Sss SS Harry wono Subject Date E 9 na B 2 a Sanchez How s the work on Proj 879 going 04 24 01 05 28PM Gy Sent Ttems E Harry Wong Re How s the work on Proj 879 going 04 24 01 05 34PM Calendar E Walter Sanchez Re How s the work on Proj 879 go 04 24 01 05 38PM ate ts EE Marlena Lamaroux Fwd Interesting link about the new 04 24 01 05 46PM Work In Progress Molly Jones Thanks to everyone who helped wit 04 25 01 09 30AM g Cabinet 3 Art Ramirez Fwd Quest
3. Proxy E Molly Jones shangaa Be Jeanie Yacoub Properties Alt Enter E Walter Sanchez Print Ctrl P Walter Sanchez Print Calendar f Marlena Lamaroux Molly Jones RESTAN Art Ramirez Mode gt Art Ramirez Exit AlLHF4 amp Fatima Haughey Fatima Haughey Re Yesterday s conference call Re Yesterday s conference call New Laptops are In Your feedback is needed How s the work on Proj 879 going Re How s the work on Proj 879 goii Fwd Interesting link about the new Thanks to everyone who helped wit Fwd Question about the tools required fc Fwd Another question What s a good time Re What s a good time 04 24 01 03 46PM 04 24 01 04 50PM 04 24 01 04 57PM 04 24 01 05 02PM 04 24 01 05 28PM 04 24 01 05 38PM 04 24 01 05 46PM 04 25 01 09 30AM 04 25 01 09 32AM 04 25 01 09 32AM 04 25 01 09 34AM 04 25 01 09 35AM The Installed E Mail Clients list box displays the e mail accounts Mailbox Size 9 Selected 1 installed on your machine Total 28 El ES 2 Select the e mail account you want to import into GroupWise gt click Next 3 Click the appropriate check boxes to import the account information into GroupWise You can choose e mail messages address books account settings or any combination of the three Working with Items in Your Mailbox 59 4 Click Next 5 Click the folders that you want to import from your existing e mail ac
4. Fred Thompson x11017 Development FThompson Develo Joe DeSoto 11002 Development JDeSoto Developm Sean Sheahan 11020 Development 555 0011 SSheahan Develop y Close Dial Mail Add Remove Information Close List lt lt Save Group The new address book is represented by a tab with the name you specified It is also listed in the list of available address books Removing Names from a Personal Address Book 4 Click on the toolbar 2 Click an address book tab gt click or Ctrl click the names you want to remove 3 Click Remove gt Yes Synchronizing Address Book Entries 208 User s Guide You can use Synchronize to make sure that your personal address book entries match the corresponding entries in the system address book You can synchronize an entire personal address book or selected entries only For example you may have a personal address book containing the names of your contacts in the Marketing department When the Marketing department changes buildings and phone numbers Synchronize saves you from having to create a new personal address book 1 Click the tab of the personal address book you want to synchronize 2 To synchronize an address book click File gt Synchronize gt Current Book or To synchronize selected entries click the entries gt click File gt Synchronize gt Selected Items Setting Personal Address Book Properties Use the Address Book Properties dialog
5. 4 To specify that the System Address Book your personal address books and rules be downloaded to your Caching Mailbox on a regular basis click Accounts gt Account Options gt your GroupWise account gt Properties gt Advanced gt select and specify the number of days in the Refresh Address Books and Rules Every field 5 To update all of the items in your Caching Mailbox at one time click Tools gt Retrieve Entire Mailbox Updating your entire Caching Mailbox can take a lot of time and bandwidth just like the initial priming of your Caching Mailbox and monopolize resources in your client and at the server You should use this complete synchronization sparingly as in the case of suspected database corruption of your Caching Mailbox If you have documents in your Mailbox marking a document as In Use prevents others from modifying the document If you don t mark a document as In Use someone can edit it while you have the copy in your Caching Mailbox If you then edit the document and return it to the Master Library your document is saved as a new version and the edits are not saved to the other version If you don t plan to edit a document don t mark it In Use When you exit an In Use document you re asked to send the document to the Master Library and mark it as Available If you re done with the document the document should be marked Available to allow others editing access to it Deleting Items in Your Caching Mailbox
6. CC Carbon Copy Carbon copy recipients CC receive a copy of an item CC recipients are users who would benefit from the information in an item but are not affected by or directly responsible for it All recipients can see that a carbon copy was sent They can also see the names of the CC recipients BC Blind Copy Blind copy recipients BC receive a copy of an item Other recipients receive no information about blind copies Only the sender and the blind copy recipient know that a blind copy was sent If a recipient replies and chooses Reply to All the blind copy recipient will not receive the reply 4 Click Ble on the toolbar You can select a different mail view by clicking the down arrow in En E Mail To Ghee yele u cla la Harry Wong 2 Inthe To box type a username gt press Enter Repeat for additional users If necessary type usernames in the CC and BC boxes or To select usernames from a list click Address gt double click each user gt click OK 3 Type a subject 4 Type a message You can specify many options such as making this message a high priority requesting a reply from recipients and more by clicking File gt Properties 5 Include any attachments 6 Click Send Working with Items in Your Mailbox 41 Sending Phone Messages A phone message is a note you can send to notify other GroupWise users of calls they received while they were out of the office or u
7. Click the Options tab gt make selections Using the Address Book 199 Print Address Book 29 xi Header Footer Options IV Name IV Overflow extra text to following pages Print on both sides of page duplex Print to a text file T Print to an HTML file Print items M Use shading C All Print separator lines between items Form Content A V Page number MV Date and time Center form on page horizontally Selected T Insert blank page at beginning of print job Preview Printer Setup Close 14 Click Preview to see how the list will look 15 Click Print Using the Address Book to Send Messages The Address Book makes sending mail messages appointments tasks notes and phone messages easier and faster by helping you find the e mail addresses of the users you want to send an item to You can open an item view and then open the Address Book to find addresses or you can open the Address Book first and open an item from there Using the Address Book to Address an Item 200 User s Guide 1 In an item view click Address 2 Click an address book tab 3 Ifthe To CC and BC boxes are not visible click Address List at the bottom of the Address Book 4 Double click the names you want as primary To recipients of your message gt click CC gt double click the names you want as carbon copy recipients gt repeat for blind copy recipients gt click Close If yo
8. Finding a Document and Creating a Reference to It in Your Mailbox 4 Click File gt New gt Document Reference 2 Click Find 3 Click Full Text in the first drop down list to search both the document properties and the document content then type the text you want to find Managing Your Mailbox 161 or Click Subject in the first drop down list to search just the document subject then type the text you want to find If you know the name of the author of the document click From Author gt type the name In the Item Type group box click Document If you want to search all versions of the document click Find Only Official Document Versions to deselect it In the Look In list box click the folders and libraries where you want to search for the document Click OK to begin the Find In the GroupWise Find Results dialog box click the document for which you want to create a document reference gt click OK The GroupWise Find Results dialog box displays only the documents to which you have at least View rights GroupWise creates a document reference in the current folder Finding an Item Using Advanced Find 162 User s Guide 4 Click Mon the toolbar 2 Click Advanced Find 3 Selecta field in the first drop down list gt click an operator gt type or select a condition Advanced Find 121x Filter Include entries where To All Fields 4 Click the last drop down list gt click And
9. If you no longer wish to trust a recipient s security certificate click Tools gt Options gt double click Certificates gt click the Recipient Certificates tab gt click the certificate gt Remove gt Yes When you remove a recipient s security certificate from the list it is removed from your certificate database If you receive an item using that security certificate in the future it will be considered unknown Viewing Your Own Security Certificates 258 User s Guide 4 Click Tools gt Options 2 Double click Certificates gt make sure the My Certificates tab is selected 3 Click a certificate gt View Details If you have multiple security certificates the default security certificate is indicated by a check mark To change the default click a certificate gt click Set As Default You can change the name of your security certificate by editing the text in the Certificate box The certificate name is reflected in the list and is not stored in the actual certificate This is not available when using Entrust Importing or Exporting Security Certificates When you export your security certificate with the private key to a file a password is required to protect the exported file You can use the exported file as a backup copy or you can import the file on another workstation If another user obtains the file and its associated password he or she will be able to digitally sign items in your name and will be able
10. a 242 Connection Statusi ws Ae ato O ated ed teat ia An 242 Using Newsgroups 243 Adding a News AccO nt 6 z 2 4 a gisas a AO ee ee a ade E 2S 244 Deleting a News Account 2 20 245 Subscribing toaNewsgroup 2 a 245 Posting a New Discussion toa Newsgroup 2 a ee 246 Contents 11 11 12 12 Replying to a Message in a Newsgroup 0 000 eee ee 246 Adding a Signature to All Newsgroup Items You Send 0 o 247 Changing the Display Name for Newsgroup Postings o e 247 Updating the Local Newsgroup Folder 0000 2 eee eee ee 248 Deleting an Item in a Newsgroup from Your GroupWise Item List 248 Collapsing or Expanding All Threads ina Newsgroup 0 0054 us 248 Performing a Search on a Newsgroup Server aooaa o 249 Marking Items in a Newsgroup According to Your Interests 249 Indenting Newsgroup Reply Text with a Specific Character 0 249 Specifying Download Settings for Individual Newsgroups 0 249 Sending Secure Message S MIME 251 Digitally Signing or Encrypting an ltem 0 o a 253 Digitally Signing or Encrypting All Items 0 a 254 Obtaining a Security Certificate from a Certificate Authority 254 Selecting a Security Service Provider 0 e e eo 255 Selecting a Security
11. e e o 333 Turning Off Integrations 2 e 333 Turning On Integrations 2 e 335 Using Non Integrated Applications 2 2 o o e e eo 336 Returning Documents to the Library 2 2 o e o 338 Using Reset Document Status e ee 338 Using Reset Document Status in Remote Caching Mode 339 Using the Unreturned Documents Dialog BOX o e 4 340 Replacing a Document with a File from Backup 0 o e 340 Customizing GroupWise 343 Delaying Delivery of an Item 2 ee 344 Getting a Return Receipt for Items YouSend 2 0 0 0000 eee eee 345 Requesting a Reply for Mail and Phone Messages You Send 0 346 Specifying Where Archived Items Are Stored aooaa aaa 347 Changing the Priority of Items You Send 0 a 347 Changing the GroupWise Language eo 348 Changing Your Default Views 2 o e 349 Specifying How Long Before an Event an Alarm Sounds o e 350 Automatically Spell Checking Every Message You Send 0 o 350 Assigning Passwords to Your Mailbox 2 0 0 0 350 Bypassing Your GroupWise Password a ee 351 Proxies and Mailbox Passwords oaaao aaa a 351 Mailbox Passwords and Remote 0 2 0 0 a 351 Mailbox Passwords and Caching 2 2
12. 3 Click Send Retrieve All Marked Accounts Every check box gt specify how often you want to update the folders contents 4 Click the Send Retrieve All Marked Accounts at Startup check box to update the folders contents when you start GroupWise 5 Click OK Deleting an Item in a Newsgroup from Your GroupWise Item List 1 Right click the item gt click Delete and Empty Deleting a newsgroup item from your Group Wise Item List does not delete the item from the news server You cannot delete an item posted to a newsgroup To redisplay the item in your GroupWise Item List right click the newsgroup in the GroupWise Cabinet gt click Reset Collapsing or Expanding All Threads in a Newsgroup 248 User s Guide 1 Right click the newsgroup in the GroupWise Cabinet gt click Collapse All Threads or Right click the newsgroup in the Group Wise Cabinet gt click Expand All Threads Performing a Search on a Newsgroup Server 1 Right click the newsgroup in the GroupWise Cabinet gt click Search on Server 2 In the first drop down list click the field you want to search gt type the search words in the Contains text box gt click OK 3 Double click an item in the GroupWise Find Results dialog box to read the item Marking Items in a Newsgroup According to Your Interests 1 Right click the newsgroup folder gt click Watch Read or Ignore You can then filter messages based on thread status to see only the mess
13. Getting a Return Receipt for Items You Send 4 To get a return receipt for one item click File gt Properties while you are creating the item gt click the Status Tracking tab or To always get a return receipt for items you send click Tools gt Options gt double click Send gt click the Mail Appointment Task or Reminder Note tabs Send Options 2 x Send Options Mail Appointment Task Reminder Note Security IV Create a sent item to track information Delivered Delivered and opened C All information I Auto delete sent item m Betur notification When opened When deleted None m Internet mail TF Enable delivery confirmation if supported fE Sendnotncations to my manio 2 Inthe Return Notification group box specify the type of return receipt you want You are automatically subscribed to Notify in Options If you have deselected to receive alarms and notifications you cannot receive notifications with Notify If you are sending an item to an Internet address you can click Enable Delivery Confirmation If the receiver s Internet e mail system enables status tracking you can receive status about the item you send 3 Click OK Customizing GroupWise 345 Requesting a Reply for Mail and Phone Messages You Send 1 To request a reply for one item click File gt Properties while you are creating the item or To request a reply for all items you sen
14. on page 197 Using the Address Book to Send Messages on page 200 Using Frequent Contacts on page 202 Creating Personal Address Books on page 204 Setting Personal Address Book Properties on page 209 Viewing Groups Organizations or Resources in the Address Book on page 212 Using the Address Book 181 Quick Info If you want to find detailed information about users without looking them up in the Address Book you can position the mouse pointer over any name in the To CC BC or From boxes of a message or in the Address List box of the Address Book 182 User s Guide 4 Address Book iof x File Edit View Address Help Novell GroupWise Address Book Hany Wong Frequent Contacts Novell LDAP Address Book I Routing Slip Search List f Name Completion Position 2 Last 9 Ta EG BC Name 3 Department To Samantha Murphy Office Pho UserID Department Title Joe DeSoto DeSoto Joe x11002 JDeSoto Development Tester Goaf Kuo Chang Hua Huang Kuo C x11006 KHuang Development Engineer E Lori Tanaka Tanaka Lori x11016 LTanaka Development Tester Gro Marlena Lamaroux Lama Marlena x11008 MLamaro Development Tester Gro Martha de la Torre dela Martha x11004 MdelaTo Development Tester Gro Molly Jones Jones Molly x11007 MJones Development Admin Ass eS Engineer C Victor Colletti Tester Gro Walter Sa
15. Check in and move document v ES el Checked out version M Ver 1 Department Teleworking Polic Ver 3 Official Project 911 Notes SS Shaw anata list ol Manufacturing Library Default ha c windows temp 2435 C htm You can select a different library in the Select Library drop down list to see the documents you have checked out in that library Updating a Checked Out Document Without Checking It In 1 In your Mailbox click the document reference for the document you want to update in the library 2 Click Actions gt Check In Creating and Working with Documents 291 Checking In 292 User s Guide Check In Check in method Check In Check in and move document y Check in and move document Check in and copy document Close Check in only Remove Update without checking in Documents to be checked in Ver 1 Department Teleworking dl Wer 3 Official Project 91 Notes List of documents O Shaw orinal list Show all checked out documents in selected library Select library Manufacturing Library Default y Checked out location and filename e windows temp 2435 C htm Browse 3 Click the Check In Method drop down list gt click Update Without Checking In 4 Click Update GroupWise updates the document in the library with any changes you have made to the checked out document but the document is not checked in You can use Update Without
16. This formula would schedule all Tuesdays all Thursdays in the month of July and all days in the months of August Notice how the meaning changes when parentheses are included as in the formula below tue thu Gul aug With the above formula all scheduled days must fall on a Tuesday or Thursday and must be in the month of July or August The end result is that only Tuesdays and Thursdays in July and August are scheduled High Priority And A space between two functions acts as an And operator meaning that both functions must hold true For example 25 means the 25th day of all months in all years But 25 oct means that all scheduled days must fall on the 25th day of the month and must be in October And 25 oct 2002 means that all scheduled days must fall on the 25th day of the month and must be in October and must be in the year 2002 Offset Operators You can use a positive offset operator or the word PLUS or a negative offset operator or the word MINUS to add a relative offset to a function or statement Scheduling Group and Posted Items 103 104 User s Guide For example to schedule an event three days before the first Thursday in February for all years you could enter the following formula thu 1 feb 3 Range The range operator or the word To functions like a series of Or operators see Or on page 105 between each item day month etc in the range For example if you want to schedule the 15th
17. o 202 Using Predefined Filters for the Frequent Contacts Address Book 204 Creating Personal Address Books 2 2 a 204 Creating a Personal Address Book 0 e 2 eo 205 Deleting a Personal Address Book e 0 206 Editing a Personal Address Book 0 206 Synchronizing Address Book Entries 2 2 0 e e e 208 Setting Personal Address Book Properties 0 0 2 0 209 Viewing an Address Book s Properties 2 2 0 e 2 o 209 Sharing an Address Book with Another User 0 0 210 Viewing Groups Organizations or Resources in the Address Book 212 10 User s Guide 10 Using Remote Mode 213 Remote Password Li ta a wart we ea ett eh eee wh Leva ae Salad 214 Remote Requests aoaaa aaa ede 214 Remote Connection Types c eee din ee ee ee ee ee a 214 If Your Remote Connection ls Expensive 02 0200220 214 Remote Features ae fons gee A eat ok ok ee ee Be ae a a a a oA 215 Smart Docking so wera eek aie ee ae wa ed bon E washes ee 215 Preparing to Use Remote a e E a E a E E A E a E a A 215 Setting Up Your Remote Mailbox aoaaa a 215 Setting Up Multiple Remote Mailboxes On a Shared Computer 217 Specifying Remote Properties 2 2 aa eo 217 Sending and Retrieving Items in Remote
18. or Click a group gt click Edit Group to see a list of the group members Copying Addresses and Address Books You can copy export addresses from one address book to another For instance if another user has created a personal address book that would be useful to you he or she can export a copy of it and send you the copy You can then import the copy of the other user s personal address book instead of re creating the book from scratch The other user could also share the personal address book with you See Sharing an Address Book with Another User on page 210 Importing Addresses into a Personal Address Book Novell address book files are ASCII files with specific formatting They have a NAB extension Before you can import any address book it must be in a NAB file or have the same formatting See Importing Address Books from Non POP3 IMAP4 E Mail Accounts on page 193 for information on how to modify an address book to match the Novell format Using the Address Book 191 41 Open the address book you want to import addresses into For steps see Opening and Closing Address Books on page 196 or Create a new personal address book to import the addresses into For steps see Creating Personal Address Books on page 204 2 Click File gt Import 3 Select the address book file you want to copy names from gt click Open To stop the import press Esc gt click Yes You cannot import addresses into
19. 1 new messages to be sent Connect Retrieve Close IV Items Mail Appt etc Advanced E New Only C All I Rules I System Address Book Filter I Personal Address Books I Documents Documents m Connecting From Default Location To 15551112222 Last Connection 3 13 01 4 41PM 2 To retrieve messages make sure Items is selected If you are in Remote mode and only want to download new items select New Only Click Advanced gt click a tab if available gt click an option 3 Click OK 4 To retrieve rules click Rules to select it 5 To retrieve addresses from the system Address Book click System Address Book to select it gt Filter gt specify the addresses to retrieve gt click OK Because retrieving address books can take a long time with a modem connection it is recommended that you retrieve address books using a network or TCP IP connection 6 To retrieve your personal address books click Personal Address Books to select it 7 To retrieve copies of documents from your Online Mailbox select the Documents check box gt click Documents gt select your documents gt mark applicable documents as In Use gt click OK Marking a document as In Use prevents others from modifying the document If you don t mark a document as In Use someone can edit it Using Remote Mode 221 while you have the copy in your Remote Mailbox If you then edit the document and return it to
20. 288 Checking Qut Documents cito o ad ie e e ee Bae eS 288 Checking Out a Document o 288 Checking Out Multiple Documents e e o 290 Viewing All the Documents You Have Checked Out 290 Updating a Checked Out Document Without Checking ItIn 291 Checking In Documents oia a A ee A 292 Checking in a Document and Leaving a Copy in the Check Out Location 293 Checking in an Unchanged Document e eee eee eee 294 Checking in a Document and Deleting It from the Check Out Location 295 Checking In a Document and Making It a New Version 0 295 Deleting Documents 2 eeg e rai rd E e one ea a eee A Ese bs 295 Deleting Groups of Documents 2 2 o 296 Deleting a Document Reference from Your Mailbox o o 296 Deleting a Specific Version of a Document 2 00000 eee 297 Deleting All Versions of aDocument 2 0 0000 ee ee 297 Copying Documents s r 4 00 Boe bork a es ee ee ee 298 Copying a Document sae 6 2ve ae ne see A ae Wen dh Oh hoe at ben es 298 Copying a Document to Another Library o ee 299 Saving Documents e eai E E E tb ee ee e a 299 Saving Items as Documents e 299 Saving Changes to a Document s Contents 0 eee 299 Saving Documents Outside of the GroupWise Library 300 O
21. Contains operator Wildcard Character s What the Filter or Rule Will Match and Switches AND amp or a space All items that meet two or more conditions For example mountain amp goat mountain AND goat and mountain goat all find items containing the words mountain and goat OR or All items that meet one of two or more conditions For example mountain goat and mountain OR goat both find items containing mountain or goat or both words Managing Your Mailbox 169 Using Filter and Rule Operators 170 User s Guide Wildcard Character s and Switches NOT or NOCASE default WILDCARD default What the Filter or Rule Will Match All items containing one condition but not the other For example mountain goat and mountain NOT goat both find items containing the word mountain but not the word goat Items that contain both are not included All text found within quotation marks For example mountain goats finds all items containing the phrase mountain goats This does not work with documents or document references Matches any one character For example jo n finds all items containing the word john joan on join and so Matches zero or more characters For example mountain finds all items containing the words mountain mountains mountainous and so on Items containing a specific word regardless of case For example NOCASE ZOO finds both Zoo and ZOO Items co
22. File Edit View Actions Tools Accounts Window Help Display Version List Items Sd Q 6d 1D eg 6 jia Version Ver Description Ver Date a i l 2 Elx 3 Version3 04 28 01 01 59 Find results updated at 4 59PM on 4 28 01 Selected 1 Total 3 y 3 Select the versions you want to open in the Version list box 4 Click Actions gt Open 302 User s Guide Storing Multiple Versions of a Document You can store multiple versions of a document in GroupWise Each document reference in your Mailbox points to a single document version You can view information about a specific version of a document on the Version tab in Properties You can manage open check out check in and so forth document versions in the Version List dialog box There are three categories of document versions in Group Wise Current Version The most recent revision of the document Official Version The version you designate as official When you designate an official version you can grant users different access rights to the official version than you grant them to all other versions of the document For example you can grant all users rights to view the official version of the employee handbook but grant only yourself rights to view and edit all other versions of the handbook If you do not specify an official version of the document the current version is considered to be the official version In the Item List a sta
23. GroupWise checks the registry file to see if you have any documents open in the staging directory If you do GroupWise lists all the documents in the Unreturned Documents dialog box so you can decide what to do with them At this point you can click the check box to select the documents by default all are selected you want to return to the library and have GroupWise return them Or you can switch to the application in which you created the document and return the documents by saving or closing them yourself If you switch to an integrated application closing the document returns it to the library If you switch to a non integrated application you must close the application to return the document to the library You cannot manually access the Unreturned Documents dialog box Use Reset Document Status to move documents from a staging directory when Group Wise is open See Using Reset Document Status on page 338 Replacing a Document with a File from Backup 340 User s Guide You can replace a document in the library with a file you ve restored from a backup system or with any other file This is useful if documents have become corrupt through machine failures network problems and so on To do this you must be a librarian in the Group Wise library where the document is found or you must be a librarian in any GroupWise library and have Edit rights to the document Ifa file needs to be restored from a backup system and you are
24. Importing Documents into a GroupWise Library 2 20 0 0 ee ee 273 Specifying Files to Import 0 e e 273 Choosing an Import Method e e 273 Importing Documents Using Quick Import 2 2 0 0 0 e e e 274 Importing Documents Using Custom Import 0 000002 eee eee 276 Sharing Documents omic ae ai aa ee ee ee er ee eee at 278 Specifying Users Who Can Share the Document o e 279 Specifying Default Sharing Rights for Documents 0 e 279 Specifying Users Rights to the Document 0 e e 280 User s Guide Giving a User Rights for All Document Versions 0 e e 281 Giving a User Rights to a Specific Document Version 0 o 281 Giving Users Rights to Modify the Sharing Settings for a Document 282 Preventing Other Users from Accessing Your Document 283 Publishing Documents to the Web with WebPublisher 0 283 Publishing a Document to the Web 0 e o eo 285 Unpublishing a Document from the Web 0 e 286 Viewing the History of a Document o 286 Viewing the Activity Log for Deleted Documents 287 Viewing the Activity of a Document 2 2 0 00 00 ee 287 Viewing Who Has a Document Open or Checked Olt o
25. In Caching mode you can delete items retract items and empty the Trash the same way you would in the Online mode 1 Click the item in your Mailbox 2 Click Edit gt Delete 3 If you re deleting an outgoing item click one of the available options 4 To free up disk space click Edit gt Empty Trash This permanently removes all deleted items from your Caching Mailbox Group Wise automatically synchronizes the deletions between the Online and Caching modes Opening a Different Version of a Document in Your Caching Mailbox 4 Click a document in your Caching Mailbox 2 Click Actions gt Version List Where to search 21x Select the libraries you would like GroupWise to search Master Libraries 3 Click Remote Libraries to display the versions you previously retrieved into your Caching Mailbox or Click Master Libraries to display the versions available in your master GroupWise system If you chose to search the Master Libraries you can connect to your GroupWise system immediately or save the search request until you are ready to connect later 4 Click the versions you want to open in the Versions list box 5 Click Actions gt Open Using Caching Mode 241 Viewing Pending Requests Whenever you perform an action that requires information to be sent from your Caching Mailbox to your Online Mailbox GroupWise creates a request that is placed in the Pending Requests list When you connect to your Gro
26. Information Alternate uent Contacts Novell LDAP Address B_4 Disable Quick Info Search Li Name Completion Position Not searched 4 CC BC Define Custom Filter Nam Fax Number E Mail Address Define biter far References Fax Number E Mail Address Filter Off NojLostor Filter Detited Filtenfor atleast o References Filter for Groups FThompson Develo Filter for People JDeSoto Developm Filter for Resources 555 0011 dl gt BGelsomino Develo FHaughey Develop Filter for Organizations Name Format calle Information Close List lt lt Refresh 3 To return to the non filtered address book view click View gt Filter Off The Address Book places icons by resources groups and organizations in all address books Ed Resources el Groups Companies Using Remote Mode Remote mode is familiar to GroupWise users on the road Similar to Caching mode a copy of the Online network mailbox is stored on your local drive You can retrieve and send messages on a periodic basis with the type of connection you specify modem network or TCP IP If you do not want a complete copy of your Online mailbox you can restrict what is retrieved such as only new messages or only message subject lines For more information about Caching mode see Chapter 9 Using Caching Mode on page 237 To use Remote mode the client installation must be a standard installation
27. Mailbox Passwords and Remote To use GroupWise Remote you must assign a password to your Online Mailbox If you assign a password when you re running Remote the password you create affects your Remote Mailbox only For example if you are running in Remote mode and you create a password in Security Options the password you create is in effect only for your Remote Mailbox The password does not affect your Online Mailbox Customizing GroupWise 351 Mailbox Passwords and Caching To use GroupWise in Caching mode you must assign a password to your Online Mailbox If you assign a password when you re in Caching mode the password you create affects your Caching Mailbox only For example if you are running in Caching mode and you create a password in Security Options the password you create is in effect only for your Caching Mailbox The password does not affect your Online Mailbox Creating a Password for Your Mailbox 41 In the Main Window click Tools gt Options 2 Double click Security gt click the Password tab 3 In the New Password box type the password 4 In the Confirm New Password box type the password gt click OK gt Close Removing Your Password 1 Click Tools gt Options 2 Double click Security gt click the Password tab 3 Type your old password gt click OK 4 Click Clear Password 5 Click OK gt Close Changing Your Password 352 User s Guide 1 In the Main Window click Tools gt Options 2
28. This font change is only in effect while you read the item If you close the item and re open it the font returns to the Windows system default font or the font that the sender composed the item in The Windows system default font affects every program on your desktop To change the Windows system default font open the Control Panel and change Display Properties You cannot change the font in the Quick Viewer if the item was composed in HTML view 1 Select the text you want to change 2 Click Edit gt Font or Right click the window gt click Font gt Font 3 Click a font and a font style 4 Click a size 5 Click any other options you want to change gt click OK Replying to Items You Receive Replying to an Item Use Reply to respond to an item You can reply to everyone who received the original item or to the sender only without needing to create and address a new message You can also include a copy of the original message in your reply Your reply will include Re preceding the original subject text You can modify the subject text if you want 1 Open the item you want to reply to 2 Click Reply gt click an option on the dialog box that displays gt OK Reply EES Options ci j Reply to all sender and recipients Cancel IV Include message received from sender Working with Items in Your Mailbox 73 or Click the arrow under the Reply button gt select an option from the button s drop d
29. You can also define an automatic replacement for the word or add the word to a user word list You can use Environment Options to set up Spell Checker to automatically spell check your messages before you send them Spell Checking an Item 46 4 Click the Subject or Message box or Select the text to spell check 2 Click Tools gt Spell Check User s Guide Writing Tools Spell Checker Replace with Po Shin hee Write Replacements Skip Alveys Suggest Add Customize v Add to fwT61US UwL y Check Document y 3 To specify a user word list to add words to click the Add To drop down list and select an option 4 To specify a range of text to check click the Check drop down list and select an option 5 When Spell Checker stops on a word click any of the available options or edit the word manually You can choose from the following options Replace Replaces a misspelled word with a word Spell Checker suggests To replace a misspelled word double click the word or click the word gt click Replace To make your own corrections edit the word in the Replace With box gt click Replace Skip Once Skips the word one time Spell Checker will stop the next time it encounters the word Skip Always Skips every occurrence of the word throughout the document Spell Checker ignores the word until the next time you spell check Add Adds the word to the current user word lis
30. a 352 Creating a Password for Your Mailbox aoaaa aaa e e o 0 352 Removing Your PassWord s cessie ioi i os a aE a a a a a aa eee a a G 352 Changing Your Password oaa aa a 352 Customizing Your Toolbar oaa aaa a 353 Customizing Your To0lbar a 353 Customizing Your Library Settings aooaa aaa ee 355 Setting the Default Library aoaaa a 356 Using Startup Switches a 357 Using a GroupWise Startup Switch aooaa a 360 User s Guide A GroupWise 6 User s Guide Updates 361 July 26 2002 SP2 ied A Be rhe is Gok A E AA wa eh 361 Using Caching Mode aoa sa tobac oea uaa ee 362 C stomizing GroupWise 02d oe a e daa es ES eae a e e 362 December 4 2002 2 2 de A a a aa d aa a a ae e a E ANE a Ea A 362 Working with Items in Your Mailbox aoaaa a 363 Managing Your Mailbox 2 2 a 363 Contents 15 16 User s Guide GroupWise 6 User s Guide GroupWise is a robust dependable messaging and collaboration system that connects you to your universal mailbox anytime and anywhere This User s Guide is divided into the following sections Chapter 1 Getting Started on page 19 Chapter 2 Logging in to GroupWise on page 35 Chapter 3 Working with Items in Your Mailbox on page 39 Chapter 4 Scheduling Group and Posted Items on page 83 Chapter 5 Using Your Calendar on page 107 Chapter 6 Managing Your Mailbox
31. click Send If the recipients open the object and edit it they must save it under a new filename Otherwise when they try to close the mail message they 1l receive an error If you have copied an OLE object to the Clipboard you can embed it in an open item by using Paste Special on the Edit menu Working with Items in Your Mailbox 65 Viewing Attached Files When you view an attachment it is not opened in a separate application Instead it is displayed in a viewer This is usually faster than opening the attachment however the attachment may not be formatted properly 1 Open the item containing the attachment 2 Right click the attachment gt click View Attachment or If you cannot see an icon representing the attachment in your view click File gt Attachments gt View Opening Attached Files When you open an attached file GroupWise determines the correct application to open the file in You can accept the suggested application or you can type the path and filename to another application 1 Open the item containing the attachment 2 Right click the attachment gt click Open or If you cannot see an icon representing the attachment in your view click File gt Attachments gt Open Attaching Sound Files to an Item You can add voice or digitally recorded sound files to an item For example you might dictate a letter and have the recipient listen to the dictation and type the letter You must have the appr
32. for example Wednesday is not the same as WEDNESDAY If you forget your password you will not have access to any of your items 350 User s Guide Bypassing Your GroupWise Password Remember My Password When you run GroupWise on Windows 95 or higher are logged in to the network as yourself and have selected this option in Security Options or during login you will not be prompted for your password on the current workstation Windows remembers the password No Password Required With NDS When you are logged in to NDS as yourself on any workstation and have selected this option in Security Options you will not be prompted for your password Because NDS has identified you the password is not required Use Novell Single Sign on When you are logged in to NDS as yourself on any workstation where Novell Single Sign on is installed and you have selected this option in Security Options or during login you will not be prompted for your password Novell Single Sign on locates your stored password If other users log in to GroupWise on your workstation they should deselect this option during login This will not turn the option off but will make sure their password is not stored in place of yours Proxies and Mailbox Passwords Setting a password for your Mailbox does not affect a proxy s ability to access your Mailbox A proxy s ability to access your Mailbox is determined by the rights you assign him or her in your Access List
33. gt Next Find by Example x ltem type Document E Library Manufacturing Library Default Document text fo El Document number DOO O Subject fo Document type fo z Author fo E Creator TEE B Date created CF j Official version fo Current version i O izj I Find only official document versions lt Back Cancel 4 Inthe Library drop down list click the library you want to search 5 In each field specify the information you want to look for 6 Click Next 7 In the Select Library To Move Documents To list box click the destination library gt Next 8 Click Preview to see a sample of the documents that will be moved based on the Find criteria you specified You can click Close at any time in the Find Results dialog box to cancel the preview 9 Specify the directory where you want to save the log file You can click Generate A Log File Without Performing The Move Operation to see the outcome of the move without actually moving the documents If you are a librarian in the destination library you have two additional options on the Log page of Mass Document Operations Validate Document Property Fields lets you choose whether or not to validate the property fields of the documents you are moving Allow Documents With Validation Errors To Be Created or Updated lets you choose to bypass any validation errors Creating and Working with Documents 315 10 Click Finish to m
34. gt Version List a Document 8 Version List Project SIJ Notes O x File Edit View Actions Tools Accounts Window Help Display Version List Items y Sd Q l 6 E 9 6 jia Ver Description Ver Date Elx 3 Version3 04 28 01 01 59 Find results updated at 4 59PM on 4 28 01 Selected 1 Total 3 aE y 3 Click the version you want to mark official 4 Click Actions gt Mark Official Version Managing Groups of Documents Whether you re a user responsible for twenty documents or a system administrator responsible for thousands of documents you can use the Mass Document Operations wizard to efficiently manage groups of documents Using the wizard you can perform all of the following tasks Move a group of documents to another library Share a group of documents with another user Copy a group of documents Delete a group of documents Creating and Working with Documents 305 Assign a group of documents to a new author Modify the properties subject document type and so on of a group of documents Preparing for a Mass Operation Before you can perform a mass operation on a group of documents you must have sufficient rights to the documents If you have Manage rights you re called a librarian and you can perform the mass document operations on all the documents in the library If you re not a librarian you can only perform mass document operations on the documents to whi
35. gt make selections Click 21 gt an option for more information about each option 5 Click OK twice gt Close Obtaining a Security Certificate from a Certificate Authority If you are using Entrust you obtain an Entrust certificate from the system administrator These instructions apply to other security providers 4 Click Tools gt Options 2 Double click Certificates gt make sure the My Certificates tab is selected 3 Click Get Certificate 254 User s Guide Your Web browser will launch and display the Novell GroupWise Web page which contains a list of Certificate Authorities This is only a partial list GroupWise supports a wide variety of Certificate Authorities 4 Select the Certificate Authority you want to use gt follow the instructions on the Web site 5 If you used Internet Explorer to obtain the certificate the certificate is available in Group Wise If you used Netscape to obtain the certificate you need to export or back up the certificate from Netscape see the Netscape documentation for how to do this then import the certificate to Group Wise For more information see Importing or Exporting Security Certificates on page 259 6 In GroupWise click Tools gt Options gt double click Security gt click the Send Options tab 7 Select Microsoft Base Cryptographic Provider or Microsoft Enhanced Cryptographic Provider from the Name drop down list under Select a Security Service Provider Select
36. not a workstation installation Your system administrator can specify settings that do not allow you to use Remote mode The following sections give additional information about Remote mode Remote Password on page 214 Remote Requests on page 214 Remote Connection Types on page 214 Remote Features on page 215 Smart Docking on page 215 Preparing to Use Remote on page 215 Sending and Retrieving Items in Remote Mode on page 220 Configuring Your Remote Connections on page 228 Using Remote Mode 213 Remote Password To use Remote mode you must have a password set in Online mode When you run in Remote mode for the first time you can specify to use the same password in Remote mode or choose a new one Remote Requests Each time you send and retrieve messages move items into folders delete items create rules and so forth this is stored as a request If you have made requests but exit GroupWise without connecting to your network mailbox your pending requests are stored until the next time you run GroupWise when you are prompted to complete the requests Remote Connection Types To access your Online Mailbox you must connect to your GroupWise system through a modem connection a network connection or a TCP IP connection You will most likely use Remote away from the office with a computer that has no permanent network access In these situations you can use a TCP
37. 228 User s Guide When you run GroupWise in Remote mode you can connect to your GroupWise system through a modem connection a network connection or a TCP IP connection When you use Hit the Road to set up your Remote Mailbox GroupWise creates the appropriate connections based on how you are currently running GroupWise You can create new connections as well as change or delete existing ones Connections You can switch between connection types if there are no pending requests on the connection you are switching from However if you re retrieving and sending items with one kind of connection and you disconnect before the transmission is complete you should not switch to another kind of connection to process the requests Complete the original requests with the original connection Modem Connections TCP IP Connections When you connect with a modem connection you dial in to your GroupWise system over a phone line You ll need to set up dialing information for each remote location For example in a hotel you often need to dial 9 to access an outside line but at home you don t Each of these situations would require a separate remote location For more information about setting dialing properties for each remote location see your Windows documentation TCP IP connections use an IP address and port to connect to your GroupWise system If you use a toll free Internet provider while you re away from your office you can avoid phon
38. 4 Work In Progress H EJ Cabinet 3 Trash Martha de la Torre Bagels and doughnuts this morning Molly Jones Cancelled Appointment Test new scenari Harry Wong Project 914 Notes Jeanie Yacoub Project status report due this Friday by noc Kuo Chang Huang Submit your vote for Employee of the Monl Harry Wong Compilation of tool check Harry Wong Department Teleworking Policy Ana Dharmapalan Proj 690 Core Team Meeting Molly Jones Quarterly Review CEBE IS ll N 04 25 01 09 39AM 04 25 01 09 47AM 04 25 01 12 02PM 04 25 01 12 39PM 04 27 01 08 004M 04 28 01 11 594M 04 28 01 01 45PM 04 28 01 01 51PM 04730701 11 06AM 05 08 01 09 004M Mailbox Size 9 Selected 1 E Mt 5 You can select a document reference to create delete check out check in open move or copy the corresponding document In addition GroupWise Library makes it easy to maintain multiple versions of a document determine who has access to a document and share a document with others Creating and Working with Documents 261 This section contains the following information about Group Wise Library Managing Your Documents in GroupWise on page 261 Creating Documents on page 266 Organizing Your Documents on page 270 Importing Documents into a GroupWise Library on page 273 Sharing Documents on page 278 Publishing Documents to the Web with WebPublisher on page 283 Viewing the History of a Docum
39. 5 EJ Cabinet Ej Project 2003 Trash iit Plan scenarios al or Click Window gt Calendar 108 User s Guide As Calendar i Day olx File Edit View Actions Tools Accounts Window Help Faq 154 q 27 Friday April 27 2001 8 9 10111213 14 15 16 17 18 19 20 21 22 23 24 25 26 i28 Marketing 6 7 8 9 101112 Presentation Core 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 You can view the Calendar in various formats including vspk month and year Click a different tab or click the arrow to the right of on the toolbar gt click a view You can right click any day in the Calendar to get more options For example you can see any day in an expanded view that displays in a separate window You can also switch between Graphic Display and Text Display If you want you can close your folder list to leave more room for other views in the Main Window Click View gt Folders List to open or close the Folder List display This method of viewing your Calendar is useful if you store all your appointments or other items for a specific project or client in one folder and want to see your schedule for that project only 4 Click a project folder in the Folder List 2 Click View gt As Calendar to display all scheduled accepted items that are saved in that folder Using Your Calendar 109 Icons Appearing Next to Items in Your Calendar The i
40. Checking In if you are still in the process of editing a document but want to allow other users to view the changes you have made Documents Use Check In to check in documents you have checked out After you check in a document the document is unlocked in the library and other users can modify it You can check in individual documents or you can check in multiple documents The documents you check in can be in any location If one or more checked out documents are selected when you click Check In GroupWise displays the selected documents in the Documents to be Checked In list box If no checked out documents are selected GroupWise displays a warning and then displays all the documents you have checked out in the list There are four check in methods Check In Method Check In and Move Check In and Copy Check In Only Update Without Checking In What It Does Moves the document to the library and deletes it from the check out location Copies the document back to the library and leaves a copy in the check out location Checks in the document but does not update the document in the library with any changes you made to the checked out version Updates the document in the library with any changes you have made but does not unlock the document When you check in a document you can specify which version you want the document checked in as There are three possible versions Version to Check In Checked Out Versio
41. Display drop down list on the toolbar to display incoming items outgoing items and posted items You can sort the Item List by clicking a column heading To reverse the sort order click the column heading a second time 22 User s Guide QuickViewer The Quick Viewer opens below the Item List box You can quickly scan items and their attachments in the Quick Viewer instead of opening each item in another window GroupWise Modes Online Mode Caching Mode Group Wise provides three different ways to run the Group Wise client Online mode Caching mode and Remote mode Most GroupWise features are available in all three GroupWise modes with a few exceptions Subscribing to other users notifications is not available in Caching mode Subscribing to other users notifications and Proxy are not available in Remote mode Your system administrator can specify settings that do not allow you to use Caching mode or Remote mode or that require you to use only Caching mode When using Online mode you are continuously connected to your post office on the network Your Mailbox displays the messages and information stored in your Online mailbox also called the network mailbox You should use this mode if you do not have a lot of network traffic on your post office If the Post Office Agent shuts down or if you lose your network connection you will lose your connection to your Mailbox Caching mode stores a copy of your Online networ
42. Double click Security gt click the Password tab 3 In the Old Password box type the password you want to change 4 In the New Password box type the new password 5 In the Confirm New Password box type the new password again gt click OK gt Close Customizing Your Toolbar Use the toolbar to access many of the features and options found in Group Wise Use the Display drop down list on the toolbar to change the display of your Item List The Mode drop down list lets you change the way you run Group Wise You can customize each toolbar by adding and deleting buttons choosing button order and placing separators between buttons Customizing Your Toolbar Toolbars change depending on the view you are in To customize a toolbar you must be in the view displaying that toolbar Customizing the Toolbar Display 1 If the toolbar is not displayed click View gt Toolbar 2 Right click the toolbar gt click Properties 3 Click the Show tab Customizing GroupWise 353 Toolbar Properties 20x Show Customize Picture Picture and text aa E amp Q Address Book Find Properties Display options Single row of buttons only All buttons may not be displayed Multiple rows of buttons if necessary All buttons will be displayed V Show login mode drop down list M Show display settings drop down list 4 To remove or show the Display drop down list deselect or select the Show Display Settings Drop Down List chec
43. Employee of the Mon 04 28 01 11 594M Harry Wong Compilation of tool check 04 28 01 01 45PM Harry Wong Department Teleworking Policy 04 28 01 01 51PM Project 914 Notes 04 28 01 02 02PM Project IIJ Notes 04 28 01 02 03PM D Ana Dharmapalan Proj 690 Core Team Meeting 04 30 01 11 06AM 2 Molly Jones Quarterly Review 05 08 01 09 004M C y Mailbox Sent Items E Calendar EH irs Documents Task List Work In Progress Hg Ej Cabinet Trash GA O ee E e y y ES oo ao El Mailbox Size 9 Selected 1 Maw SE Creating and Working with Documents 263 Document references are created when you create a new document import a document copy a document select a document from the results of a Find or select File gt New gt Document Reference To see document references in your Mailbox or folder you must have a display setting selected that includes documents and posted items You can select a reference to check out check in open view copy or delete the corresponding document depending on the rights you have Multiple document references can point to the same document For example each employee in a company could create a reference to the employee handbook Sharing Document References with Other Users If you are the author of a document or if you have sharing rights to the document you can post the document reference in a shared folder and make it available to all users who have acces
44. Hwong Development Tester Gro Hw ong Jason Stevens Steve Jason x11015 JStevens Development Engineer G JStever Jeanie Yacoub Yacoub Jeanie x11019 JYacoub Development Manager G JYacou Joe DeSoto DeSoto Joe x11002 JDeSoto Development Tester Gro JDeSot Kuo Chang Hua Huang Kuo C x11006 KHuang Development Engineer G KHuanc Lori Tanaka Tanaka Lori x11016 LTanaka Development Tester Gro LTanak y gt Close Dial Mail Add Remove Information Close List lt lt Gave Group 2 Ifthe Address List is not visible click Address List 3 Double click the users you want to send mail to 4 To open a mail message view click Mail Using the Address Book 201 Using Frequent Contacts Use the Frequent Contacts tab in the Address Book to access your most frequently used or most recently used entries When you use an entry in a message the entry is copied to the Frequent Contacts address book if the book s options are set to do so You can view the date and time you last used an entry and the number of times you have used it Once an entry is placed in Frequent Contacts it remains there until you delete 1t from Frequent Contacts The entry also remains in its original address book You can use Frequent Contacts Properties to decide which addresses to capture if any from either received or sent items and how long you want addresses to remain in the address book before deleting them Using Frequent Contacts to
45. IP connection or a modem connection to connect to your GroupWise system Modem connections dial into a gateway in your GroupWise system TCP IP connections use unique IP Internet Protocol address and port information to connect to your GroupWise system You can also use Remote in your office and connect to your GroupWise System via a TCP IP connection or a network drive mapping These connections are useful to download large quantities of information such as your system address book If Your Remote Connection Is Expensive 214 User s Guide If your remote connection is expensive you can save money and connection time by connecting after peak business downloading address books with a network connection prior to being on the road restricting the messages you download and waiting until you have a number of requests before connecting Remote Features Most GroupWise features are available in Remote mode with the exception of subscribing to other users notifications and Proxy Smart Docking GroupWise automatically processes outstanding Remote requests when you run GroupWise on your docked laptop after you return to the office For example you may have sent an item while you were away from your office but didn t connect to the Group Wise system to process that request When you return to the office and run GroupWise you are asked if you want to process the outstanding requests To see what requests still need to be processed cl
46. Jeanie Yacoub Yacoub Jeanie x11019 JYacoub Development Manager G JYacou Joe DeSoto DeSoto Joe x11002 JDeSoto Development Tester Gro JDeSot Kuo Chang Hua Huang Kuo C x11006 KHuang Development Engineer G KHuanc Lori Tanaka Tanaka Lori x11016 LTanaka Development Tester Gro LTanak y Close Dial Mai Add FEA Information Close List lt lt Save Group Many columns in the Address Book have a Search List box You can search for addresses using any Search List box To narrow your search further you can create a filter to tell the Address Book what you are looking for Using Filters to Narrow an Address Search 4 Click Z on the toolbar 2 Click View gt Define Custom Filter 184 User s Guide Building a Filter 121x Find entries where Last Name is Davis Cancel Reset Last Name 2 Davis End e Click the first drop down list gt specify the column you want to filter Click gt specify an operator An operator is a symbol used with a condition to specify a particular value For example to create a filter that lists only users whose last name is Davis click the Last Name column click Equal To then type Davis In this example Equal To is the operator and Davis is the condition Type the condition you want to filter by gt click OK The filtered search sorts the Address Book accorded to the results it found After a filter has been defined for an ad
47. Left arrow or Ctrl Shift Right arrow Ctrl ShifttA Ctrl Shift D Ctrl Shift T Ctrl Shift R Ctrl Shift P Alt F4 Alt F6 Alt letter Alt Enter Shift Left arrow or Shift Right arrow Shift End or ShifttHome Action Open the previous or next item Select text one word at a time Open a new appointment Open a new document reference Open a new task Open a new reminder note Open a new phone message From the Main Window or Calendar exit GroupWise From an item exit the item From a dialog box exit the dialog box Toggle between the Main Window and the most recently opened item Activate menu bar Use the underlined letters in the menu names Display the properties of the selected item Select text one character at a time Select text to the end or beginning of a line Keystroke Action Shift letter In the Folder List Shift the first letter of a subfolder name goes to the subfolder Tab Cycle through fields buttons and areas Shift Tab Reverse the order of cycling through fields buttons and areas Ctrl Tab In text indent the text In a tabbed dialog box open the next tab Additional Resources You can learn more about GroupWise from the following resources Online Help on page 33 GroupWise 6 Documentation Web Page on page 33 Cool Solutions Web Community on page 34 Online Help Complete user documentation is available in Help In th
48. Mailbox Storage Size Information 130 Archiving Items From Your Mailbox Using Mailbox Storage Size Information 131 Running Notify bo oo as E E OAL AA eS 131 Starting Notify ee 132 Reading an Item from Notify o o e 132 Sending an Alarm to an Electronic Pager 0 o e e 132 Displaying the Notify Dialog Box When You Receive Notification 133 Turning off Notification o oo e o 133 Setting How Often Notify Checks for New Items 0 133 Setting How to be Notified When Outgoing Messages Change Status 133 Setting How to be Notified of Items in Your Mailbox 0 134 Being Notified of Someone Else s Messages e 4 134 Archiving the Items in Your Mailbox o a 135 Archiving an Item in Your Mailbox o e e 136 Viewing Archived Items s a cid e e A a aa de ta od 136 Unarchiving Items 0 cios mess e A ee 136 Archiving Items Automatically o e a 136 Printing Items in Your Mailbox o a 137 Printing GroupWise tems s e serune tiop a a a pu ae a E e Aaa u e a e 137 Printing Status Information About an Item aoaaa aaa ee 138 Creating RUES si e rae RO eo ee eG a Eo oS Se as 139 Actions a Rule Can Perform o oo 1 2 ee 139 Events that Triggera Rule 2 oa ca uaa pesa 004000005 a
49. Main Window or To move a button on the toolbar leave the Toolbar Properties dialog box open gt drag the button to a new location on the toolbar in the Main Window Click OK Using Shortcut Keys 30 User s Guide You can use a number of shortcut keys in GroupWise for accessibility or to save time when you perform various operations The table below lists some of these keystrokes what they do and the context in which they work Keystroke Action F1 Open online help F2 Search for text F4 Open the selected item F5 Refresh the view F8 Mark the selected item Private F9 Open the Font dialog box Ctri A Select all items selects all text Keystroke Action Ctrl B Bold text Ctrl C Copy selected text Ctrl D Open a new document management document Ctrl F Open the Find dialog box Ctrl G Go to today s date Ctri l Italicize text Ctrl L Attach a file to a message Ctrl M Open a new mail message Ctrl N Normal text Ctri O Open the selected message Ctrl P Open the Print dialog box Ctrl Q Turn the QuickViewer on and off Ctri R Mark the selected item unread Ctrl S Save a draft in the Work in Progress folder Ctrl U Underline text Ctrl V Paste selected text Ctrl X Cut selected text Ctrl Z Undo the last action Ctrl Enter Open the selected item Ctrl Del Delete an item Ctrl F 1 Open the Spell Checker Getting Started 31 32 User s Guide Keystroke Ctrl Up arrow or Ctrl Down arrow Ctrl Shift
50. Preview to see a sample of the documents that will be modified based on the Find criteria you specified You can click Close at any time in the Find Results dialog box to cancel the preview Specify the directory where you want to save the log file You can click Generate A Log File Without Performing The Operation to see the outcome of the operation without actually modifying the documents If you are a librarian in your default library you have two additional options on the Log page of Mass Document Operations Validate Document Property Fields lets you choose whether or not to validate the property fields of the documents Allow Documents With Validation Errors To Be Created or Updated lets you choose to bypass any validation errors 8 Click Finish to change document properties Changing the Properties for a Group of Documents in a File 4 Click Tools gt Mass Document Operations 2 In the Operation group box click Change Properties 3 In the Selection Method group box click Use Documents Listed In A File 4 Specify the name of the file that contains the list of documents for which you want to change properties gt click Next You can specify any text file ASCII or ANST as the source file for a change properties operation as long as the file contains a list of document IDs If you re creating a file make sure that each document ID is at the beginning of a line and that there is only one document ID on each line If the
51. Search and in your Calendar Many types of calendar views and printouts are available to let you choose the one that displays the information you need For more information see the sections listed below Viewing Your Calendar on page 108 Reading an Item in Your Calendar on page 110 Saving an Item in Your Calendar on page 110 Viewing the Schedules of Multiple Users on page 111 Printing Calendar Items on page 113 Changing the Calendar View on page 115 Changing the First Day of the Week in Your Calendar on page 115 Viewing a Different Date in the Calendar on page 116 Scheduling Recurring Items on page 97 Using Your Calendar 107 Viewing Your Calendar Calendar Folder or Calendar View The calendar view in the folder list shows several tabbed calendar view options You can add more tabs to the Calendar and configure them however you want The view that is displayed when you exit your Calendar will be displayed when you open the Calendar folder again 1 In your Folder List click ET gt click the tab of the view you want to display 4 Novell GroupWise Calendar File Edit View Actions Tools Accounts Window Help Mode Online y bispay lt catendar Custom Setting amp Q E X ES oy v i alm Lia E eT Day Week Month Year Multi user Sent Items T Esenda n a Documents Task List Work In Progress
52. See Saving Items in Your Mailbox earlier in this section for more information Emptying the Trash 1 Right click a gt click Empty Trash Emptying Selected Items from the Trash 1 In your Folder List click a 2 Select one or more items 3 Click Edit gt Delete gt Yes Emptying the Trash Automatically 1 Click Tools gt Options 2 Double click Environment gt click the Cleanup tab 154 User s Guide Environment El x General Views File Location Cleanup Signature m Mail a cm C Auto delete after C Auto archive after fo 4 days m Appointment task and reminder note Manual delete and archive C Auto delete after Auto archive after 14 i days m Empty trash C Manual Automatic after 4 days 3 Select the Automatic After button in the Empty Trash group box gt specify the number of days between automatic deletions 4 Click OK If your system administrator has specified that your Trash is automatically emptied on a regular basis you may not be able to change this option Deleting Items from Your Mailbox Use Delete to remove selected items from your Mailbox You can also use Delete to retract items you have sent You can retract mail and phone messages if the recipients have not read them or if they have not been sent to the Internet You can retract appointments reminder notes and tasks at any time Deleting an Item from Your Mailbox 41 In the Main
53. Understanding Your Mailbox All of your items whether you send or receive them are stored in your Group Wise Mailbox You can quickly display only incoming items outgoing items posted items or draft items by clicking a setting on the Display drop down list You can further restrict which items display in your Mailbox by using Filter See Chapter 6 Managing Your Mailbox on page 121 for more information You can organize your messages by moving them into folders within your Cabinet and you can create new folders as necessary See Using the Folder List on page 122 for more information Unread Items in Your Mailbox All unopened items in your Mailbox are bolded to help you easily identify which items and documents you have not yet read The icon appearing next to an item also indicates if it is unopened Collapsed discussion threads are also marked with bold text to show that there are items in the thread that are unread This saves you the time of expanding each thread to check if there are newly posted items Icons Appearing Next to Items in Your Mailbox and Calendar 24 User s Guide Next to each item you receive is an icon that helps you understand a little about the item before you even read it For example you can determine the type of item mail appointment and so forth and its priority You can also see whether the item has a file attached whether an item you sent could not be delivered to some recipients and
54. User s Guide Before you can act as a proxy for someone that person must give you proxy rights in his or her Access List in Options and you must add that person s name to you Proxy List The amount of access you have depends on the rights you have been given 4 In the Main Window or Calendar click a 2 Click Proxy 3 To add a user browse to the name in the Address Book gt double click the name The user s Mailbox opens The name of the person for whom you are acting as proxy is displayed at the top of the Folder List 4 To remove a user click the name gt Remove 5 To return to your own Mailbox click E gt your name You can work with several Mailboxes open at one time Click Window gt New Main Window gt switch to the Mailbox you want You can tell the Mailboxes apart by looking for the Mailbox owner s name which appears as the root folder label for each Mailbox Removing a user from your Proxy List does not remove your rights to act as proxy for that user The user whose Mailbox you access must change your rights in his or her Access List Marking an Item Private You can limit a proxy s access to individual items in your Mailbox or Calendar by marking items Private When you mark an item Private you prevent unauthorized proxies from opening it Proxies cannot access items marked Private unless you give them those rights in your Access List If you mark an item Private when you send it neither your proxie
55. User s Guide Group Wise Integrations make it possible for you to link your applications to your GroupWise Mailbox In an integrated application you can see the documents in your Mailbox and folders when you select Open in the application In addition you can save a document as a new version using the application s Save As feature Integrating makes it possible for you to create edit and save GroupWise documents within your applications Group Wise can integrate with applications in one of two ways through the Open Document Management API ODMA supplied by the application or through a point to point integration macro ODMA is an open standard that makes it possible for Group Wise Library and other document management programs to communicate with your applications Each application vendor is responsible for implementing ODMA standards If an application is ODMA compliant you can integrate it with Group Wise Library Integrating Applications During Setup If Setup detects that you have an ODMA enabled application such as WordPerfect Microsoft Word or Excel properly installed Setup prompts you to specify whether you want GroupWise to integrate with the application If you integrate your applications and later want to disable the integration you can turn off the integration in the Documents Setup dialog box Integrating Applications After Setup If you don t enable the integrations during Setup but later decide you do want to us
56. When you move an item into a folder it is taken from one location and placed in another When you link an item to a folder the item still exists in its original folder and it also appears in the new folder When you change a linked item it is also changed in the other folders If an item is linked to multiple folders and you delete the original item the copies in your other folders remain You can define a different set of properties for each folder in your Mailbox For example you can sort the items in one folder by date and sort the items in another folder by company You can store unfinished items in a predefined folder called Work In Progress See Saving an Unfinished Item on page 151 You can store all of your documents in the Documents folder See Organizing Your Documents on page 270 You can also make folders public by sharing them See Using Shared Folders on page 127 You can create rules to automatically sort items to different folders See Creating Rules on page 139 Renaming Folders 4 In the Main Window right click the folder you want to rename gt click Rename 2 Type anew name for the folder You cannot rename the Calendar Cabinet Documents Mailbox Work In Progress or Trash folders Deleting Folders 1 Right click the folder you want to delete gt click Delete 2 Click Items Only or Folder s and Items gt OK You cannot delete the Calendar Cabinet Documents Mailbox Wor
57. Window select one or more items gt press the Delete key 2 Ifyou delete a sent item the Delete Item dialog box displays Select the appropriate Delete From option gt click OK If you delete a document reference from your Mailbox only the reference is deleted The document remains in the library Managing Your Mailbox 155 Deleted items are moved to your Trash and remain there until the Trash is emptied Deleting and Emptying Items from Your Mailbox 1 In the Main Window select one or more items gt click Edit gt Delete and Empty Deleted items are not moved to your Trash if you select this option they are unrecoverable Backing Up Your Mailbox Your system administrator typically backs up your network mailbox on a regular basis You can back up your local mailbox if you want to have an additional copy of your mailbox or if you want to back up information that is no longer in your network mailbox If the system administrator has created a restore area and has backed up the entire GroupWise system or if you have backed up your local mailbox in Remote or Caching mode you can open a backup copy of your mailbox to view and restore items You need Read and Write access to the restore area if it is on the network Backing Up Your Mailbox 1 To manually back up your local mailbox in Remote or Caching mode click Tools gt Backup Mailbox 2 Specify the location for the backup if prompted gt click OK You can also set
58. Working with Documents 271 Specifying When Document References Are Added to the Documents Folder 1 Right click the Documents folder gt click Properties 2 Click the Documents tab Documents Properties 21x General Display Documents The Documents folder displays the last several documents that you have touched as a user You may determine how many of those documents are to be displayed and when they are to be added to this folder Once you reach the document display count each time a new document is added to this folder the oldest document will no longer be displayed Document display count 50 Actions that add documents to the folder M Create Y Open TO View T Import 3 Click the check boxes to select which actions will add document references to the Documents folder By default the Create and Open actions are checked This means document references will be placed in the Documents folder when you create or open them Selecting View as an action will place any document references in the Documents folder that were viewed with the Viewer not with the Quick Viewer 4 Click OK Changing the Maximum Number of References in the Documents Folder Once the maximum number is reached an additional document reference added to the Documents folder will cause the oldest document reference to be deleted 1 Right click the Documents folder gt click Properties 272 User s Guide 2 Click the Documents ta
59. Your Signature The signature you specify for Remote mode is the same signature that is used for Online mode You can specify this signature in Remote Properties 1 In Remote mode click Accounts gt Account Options 2 Double click the Remote account 3 Click the Signature tab 4 Make sure Signature is selected gt change your signature text 5 Click OK For more information about signatures see Adding a Signature or vCard to Items You Send on page 43 Sending and Retrieving Items in Remote Mode Use Send Retrieve to synchronize your Online and Remote Mailboxes When you connect to your GroupWise system items you sent from your Remote Mailbox are delivered to the recipients Remote also sends a request to your Online Mailbox to retrieve your items such as mail Your GroupWise system processes the request then sends your items to your Remote Mailbox restricting the items according to the limits you set in the Send Retrieve dialog box In addition to items you can retrieve rules documents and address books Retrieving Items Rules Addresses and Documents to Your Remote Mailbox 220 User s Guide 4 If you re running GroupWise in Online mode click Tools gt Hit the Road gt type your Online Mailbox password gt select a connection phone number if prompted gt click OK or If you re running GroupWise in Remote mode click Accounts gt Send Retrieve gt GroupWise Options Send Retrieve 2 x Send
60. a DON In the Name text box type the name of the user or group you want to grant rights to gt click Add User 6 Click the check boxes for the rights you want to grant to the selected user or group 7 Click OK Group Wise applies the default sharing rights to every document you create or import in the selected library Default Sharing Rights and Proxy Ifa proxy creates a document in your Mailbox the new document receives the default sharing rights the proxy specified in his or her Mailbox not the default sharing rights you specified in your Mailbox Default Sharing Rights and Remote You can specify default sharing rights in your Remote Mailbox however the default sharing rights you specify in Remote only affect the documents while they are stored in your Remote Library Specifying Users Rights to the Document 280 User s Guide You can give users rights to view edit delete or share a document When you give users rights to share a document they can put the document in a shared folder You can also give users rights to modify the security settings for a document To have Modify rights a user must also have Edit rights The rights you specify are for all versions of a document If you want to specify different rights for each version of a document click the Version Level Security button When you grant users Edit or Delete rights GroupWise automatically gives them View rights to the document Ifusers don t have View
61. appears Select the operator from the Operator drop down list 2114 The list of available operators changes depending on the selection you make Some operators such as have two or more distinct names Although the name may change the purpose of the operator remains the same For example the operator in the table below finds all items containing John in the From box or including a Sound file in the Attachment List Click All Fields to see a list of all available fields including user defined fields Include Examples All items containing the condition From John Attachment List Sound All items whose first text begins Author gt Karen with the condition Managing Your Mailbox 163 Operator gt Within lt Previous Matches Equal To Equal To Field On Does Not Include Not Equal To Not Equal To Field lt Before Less Than Less Than Field lt On or Before Less Than or Equal To Less Than or Equal To Field gt After Greater Than Greater Than Field gt On or After Greater Than or Equal To Greater Than or Equal To Field Include All items falling within a range starting from a certain day forward All items falling within a range previous to a certain day All items that equal the condition All items except the condition All items less than the condition All items less than or equal to the condition All items greater than the condition All items greater than or e
62. are using NBX100 or Merrimac because the external file bodies are downloaded automatically 1 Click Accounts gt Account Options 2 Click the IMAP4 account gt click Properties 3 Click the Advanced tab 4 Select Download External File Bodies 5 Click OK gt Close Attaching Files 62 User s Guide You can attach one or more files or document references to the items you send You can also embed one or more OLE objects You can use files that exist on your hard disk a diskette or a network drive The recipients can open the attached file save it view 1t or print it If you change the attached file after you have sent it the recipients will not see the changes If you attach a file that is password protected the recipient cannot open or view the attachment without entering the password If the file you want to attach is a document stored in GroupWise Library you can attach a document reference When a recipient opens the attachment the document in the library will open if the recipient has rights to open or view the document and if the library is available If any recipients do not have sufficient document rights or if they are not using an e mail product that supports Group Wise Library or if the library is unavailable only a copy of the document will open If the recipient edits the copy the changes will not affect the actual document in the library For more information about document rights see Sharing Documents
63. based on Find By Example click Custom Find By Example Folder gt click Next or Managing Your Mailbox 125 If you want to use a predefined Find Results folder as a template for creating a custom folder click Predefined Find Results Folder gt select the predefined folder you want to base your folder on for example Sent Items gt select Modify Predefined Find Results Folder gt click Next 4 Type the name and the description for your folder 5 Click Up Down Right or Left to position the folder where you want it in the Folder List gt click Next 6 Specify the search criteria find by example criteria or information for items you want to find 7 If you don t want the folder to update results each time you open it deselect Find New Matching Items Each Time the Folder Is Opened 8 Click Next 9 Specify any display settings you want for this folder gt click Finish Changing Folder Display Settings 126 User s Guide You can control the name that will appear in the Display drop down list the source of the items in the folder the column display and the order in which items will sort in the folder To modify a folder display setting 1 Right click any folder in the Folder List gt click Properties 2 Click the Display tab 3 Click the display setting you want to modify in the Setting Name drop down list 4 Make any changes to the display settings in the dialog box 5 Click Save As gt change the display
64. box above the Address List then clicking Edit Select All or you can create a personal group If you save a list of people as a group you only need to type the group name in the To box of an open send view to send the entire group a message Creating a Personal Address Book 1 Click on the toolbar 2 Click File gt New Book 3 Type a name for the new book gt click OK 4 To add names to the new address book click Add Address Book ioj x File Edit View Address Help Novell GroupWise Address Book Tools Contacts Hany Wong Frequent Contacts Novel4 gt Search List HE Name Completion Position Not searched 4 To PSE EC Name Office Phone Department Fax Number E Mail Address New Entry Name Select the entry type Resource Organization Close D a Mail Add Remove Information Close List lt lt Save Group 5 Click the Entry Type gt click OK 6 Fill in the fields for the entry 7 Click OK You can add and modify records in your personal address books However only the system administrator can add and modify records in the system address book Using the Address Book 205 Deleting a Personal Address Book 4 Click Z on the toolbar 2 Click File gt Delete Book Delete Address Book Ea pte Cancel Available address books Tools Contacts 3 Click or Ctrl click the books you want to delete gt click OK gt Yes Once it is deleted a person
65. buttons Customizing the Toolbar Display 1 If the toolbar is not displayed click View gt Toolbar 2 Right click the toolbar gt click Properties 3 Click the Show tab Toolbar Properties 121 x Show Customize Picture C Picture and text BQ ae Q Address Book Find Properties Display options Single row of buttons only All buttons may not be displayed Multiple rows of buttons if necessary All buttons will be displayed M Show login mode drop down list M Show display settings drop down list 4 To remove or show the Display drop down list deselect or select the Show Display Settings Drop Down List check box 5 To remove or show the Mode drop down list deselect or select the Show Login Mode Drop Down List check box Getting Started 29 6 7 Click the Customize tab To add a button click a category in the Categories list box gt click a button in the Controls box gt click Add Button gt click OK Categories are menu titles in the Main Window The buttons in the Controls box correspond to features found under the menu title For example the buttons for the File category are actions under the File menu opening views printing saving and so on Moving or Deleting a Toolbar Button 1 2 3 Right click the toolbar gt click Properties gt click the Customize tab To remove a button from the toolbar leave the Toolbar Properties dialog box open gt drag the button off the toolbar in the
66. charges 4 If you re running GroupWise in Online mode click Tools gt Hit the Road gt type your Online Mailbox password gt select a connection phone number if prompted gt click OK or If you re running GroupWise in Remote mode click Accounts gt Send Retrieve gt GroupWise Options 2 Click System Address Book gt Filter System Address Book Filter 2 x Filter Include entries where OK 3 Click an Address Book column in the first drop down list For example click Dept to search for addresses from a specific department 4 Click the operator drop down list gt click an operator gt type your search criteria in the box or click a value if provided For example click gt type Accounts to search for addresses from the Accounts department Use the operator that is most appropriate for your search Your search criteria such as a person s name or a subject can include wildcard characters such as an asterisk or a question mark Filter is not case sensitive to the criteria you type 5 To add more filter conditions click the last drop down list gt And 6 After specifying all filter conditions read the text beginning with Include entries where as you create your filter This summarizes how your filter will work 7 Click OK gt Connect For more information on operators see Filtering under Finding Items in Your Mailbox Deleting Items from Your Remote Mailbox Use Delete a
67. dialog box and you can insert blank lines and separators in the dialog box See Specifying Document Properties on page 264 Document Property Sheets When you create a new document or a new version of a document GroupWise prompts you to specify document properties You can specify whether you want GroupWise to prompt you for the document subject only or for all the document properties See Specifying Document Properties on page 264 Document Management Integration with Other Applications If you are using integrated applications you can specify whether you want Group Wise Library features integrated with the application s Save and Open features To use the integration you must have installed Integrations during Group Wise Setup If you didn t install Integrations you can run Setup again to install them See Integrating GroupWise with Your Applications on page 332 Setting the Default Library 356 User s Guide The default library is where all your documents are stored and the library where Find searches for documents 4 Click Tools gt Options gt double click Documents 2 Click the library you want to use as a default 3 Click Set Default gt OK Using Startup Switches Group Wise has commands that you can use when you start the program Some of them are for your convenience while others are necessary to run Group Wise on your particular hardware GroupWise Startup Switches This Startup Switch D
68. document is in the staging directory the document status is open and no one including you can open or edit the document When you have a document with an Open status in the staging directory you can return it to the library and change its status two ways you can use the Reset Document Status option or you can use the Unreturned Documents dialog box Using Reset Document Status Reset Document Status is available any time you right click a document reference in your Mailbox or folders You can use this option to immediately return a document to the library When you do this you can specify whether or not you want GroupWise to update the document in the library with the document in the staging directory If you have GroupWise update the document GroupWise moves the document out of the staging directory updates the document in the library with any changes and makes the document available If you do not have GroupWise update the document GroupWise deletes the document out of the staging directory and makes the document available Returning a Document to the Library and Marking it Available 338 User s Guide 1 Right click the document reference in your Mailbox or folder 2 Click Reset Document Status Reset Document Status 27 xi IV Retum the document to the library Cancel 3 Make sure that both Mark the Document as Available and Return the Document to the Library are selected gt OK Marking a Document A
69. don t know the number of the document you can use Find to locate the document if the document has not been deleted and create a reference to the document in your Mailbox or folder 4 In the Version drop down list click the version you want the document reference to point to 5 Click OK Organizing Your Documents 270 User s Guide Your document references are organized in the Documents folder so you can locate them easily Any document references you create or open will be added to the Documents folder if you so specify any document references you view or import will also be added You can also specify that none of these actions adds a document reference to the Documents folder The Documents folder can contain only documents If any other type of item is moved to this folder by a GroupWise client older than version 5 5 for example from an older version of GroupWise Remote the item will be deleted The Documents folder contains by default your 20 most recent document references You can change this number from 0 to 5000 document references Once the maximum number is reached the oldest document reference will be deleted You can also delete document references from the Documents folder manually Deleting a document reference does not affect the document itself Find Results Folders The Documents folder has two Find Results folders The Authored folder contains document references for all the documents which you are t
70. eee ee 33 Cool Solutions Web Community oaoa a 34 2 Logging in to GroupWise 35 Logging in to GroupWise 2 a a 35 Logging into Your Mallb x si anas e eat aie i E n a E e e 35 Logging in to Your Mailbox from Another User s Workstation 36 Bypassing Your GroupWise Password e o 36 3 Working with Items in Your Mailbox 39 Sending and Receiving Items 2 2 000 ee ee 39 Sending Mail Messages 2 22 ee ee 40 Sending Phone Messages boes CEEE d eaa oaa 42 Changing the Font of Items You Send aoaaa a 43 Adding a Signature or vCard to Items You Send a aoaaa aaa a 43 Spell Checking Items You Send 2 aa a 46 Undoing the Last Text Action oaa aa a 49 Using Routing Slips co won ta eek ok Hoa bee Wee ar A we ee e 50 Creating a Routed Item o ac scacannata ee 50 Requiring a Password before Marking a Routed Item Completed 51 Completing a Routed Item 6 caor ee es 51 Viewing and Editing an Attachment to a Routed Item 51 Addressing a Routed Item with an Address Book 0 52 Sending and Receiving E Mail from POP3 IMAP4 Accounts o 53 Adding a POP3 or IMAP4 Account to GroupWise 0 020000 ee 54 Modifying Properties of a POP3 IMAP4 Account 2 0 0 00 a 55 Contents 5 Downloading New Items from POP3 IMAP4 Accounts Manually 55 Downloadin
71. events that occur a specified number of days prior to or after a specified day of the week For example you could schedule a meeting on the Monday following the first Sunday of each month which may or may not be the first Monday of the month 1 2 In an appointment task or reminder note you are scheduling click Actions gt Auto Date Click the Example tab In the Range group box specify the starting date and ending date Click the months you want to include To include all months double click any month in the Months group box Click one or more ordinal numbers in the row across from the day of the week you want to base your scheduling on for example Ist in the Sun row Click a day of the week for example Sun Specify the number of days to offset for example 1 gt click OK To verify the dates you have scheduled click the Dates tab and check the dates selected in the calendar Click OK Scheduling a Recurring Item Based on the Last Day of the Month You can schedule recurring items for events that occur a specified number of days before or after the last day of the month For example if you want a reminder note to appear in your Reminder Notes List on the second to last day of each month type 1 in Step 8 below Scheduling Group and Posted Items 99 4 In an appointment task or reminder note you are scheduling click Actions gt Auto Date 2 Click the Example tab 3 In the Range group box specify
72. for compliance with S MIME version 2 Check certificate for compliance with S MIME version 3 Cancel 4 Make selections in the Encrypted Item group box 5 Click OK twice gt Close The available encryption methods depend on the security service provider you have selected Checking If the Digital Signature of an Item Was Verified 1 Open a digitally signed item that you received 2 Click File gt Security Properties 3 Click the tabs in Security Properties to view information about the security certificate that was used Sending Secure Message S MIME 257 The digital signature is verified when you open the item If there are any concerns about the certificates that sign the item a warning or an error will display immediately and the status bar of the item will display Untrusted If the digital signature was not verified the security certificate may be invalid or the message text has been changed since the item was sent Viewing Security Certificates You Have Received and Changing the Trust 1 Click Tools gt Options 2 Double click Certificates gt click the Recipient Certificates tab 3 Click a certificate gt View Details If you initially did not trust a recipient s security certificate and want to trust it open a digitally signed item from the recipient gt click File gt Security Properties gt Certification Path gt select the security certificate gt Modify Trust gt select a trust option
73. gt Mass Document Operations 2 In the Operation group box click Change Sharing Mass Document Operations 3 In the Selection Method group box click Use Find By Example To Select Documents gt Next Find by Example Document ad I 5 E 4 In the Library drop down list click the library you want to search Creating and Working with Documents 323 324 User s Guide 5 In each field specify the information you want to look for 6 Click Next 10 11 12 Add new users and rights to selected documents Replace share lists for selected documents Name EJ Remove User Share list Name Security Rights tor alllversions ies Mei Mpare M crae TE Modiyisecurity Version Level Security lt Back Cancel Click Add New Users And Rights To Selected Documents to modify the existing Share Lists for each document in the group or Click Replace Share Lists For Selected Documents to create a new Share List that will replace the existing Share List for each document in the group In the Name text box type the name of the user for which you want to modify sharing gt click Add User In the Share List click the name of the user for whom you want to modify sharing rights In the Rights for All Versions group box click the rights you want to give the user to the selected group of documents If you want to specify sh
74. in the Trash 2 0 e o 154 Saving an Item That Is in Your Trash o o e e eo 154 Emptying the Tr Sh sf sna vs ha e bie doe ak RA ee 154 Emptying Selected Items from the Trash 0 154 Emptying the Trash Automatically 2 0 0 2 0 0 0 e ee 154 Deleting Items from Your Mailbox 2 o o e 155 Deleting an Item from Your Mailbox 2 0 a 155 Deleting and Emptying Items from Your Mailbox 002000 156 Backing Up Your Mailbox 1 a 156 Backing Up Your Mailbox 2 o e e 156 Restoring Items from Backup 2 2 o e e 157 Finding EMS evo caco Sh Ree ee ee Oh Re ed E ee ee ei ee 157 Finding an Item By Example 2 e o 158 Finding an Item Using Search Criteria 0 o 159 Saving the Results of a Find o ee a 160 Finding a Document and Creating a Reference to It in Your Mailbox 161 Finding an Item Using Advanced Find 2 2 0 0 a 162 Narrowing an Advanced Find Using Filter Operators 2 163 Finding Text insitems s 000 a rl a A ee ees 164 Filtering tems ute a a a a E A ee a sg ls 165 Creating a Filters gt ce ar o a A A eee ee eS 165 Selecting a Filter lt a e e UE a oe A ete 166 Displaying or Hiding Items in Your Calendar Using Filter 167 Clearing a Filters eco ita e a he E e e lk ER el
75. information about the document such as author or document type click Properties after you type the subject 4 Click OK Creating and Working with Documents 267 Creating a Document Using a GroupWise Template 4 Click File gt New gt Document New Document C Select an application rro naseuisetesonsouerseaneete na Select a Groupwis tt er lei C Select a file Cancel di Templates library Manufacturing Library Default y gt Library where document will be stored Manufacturing Library Default y 2 Click Select a GroupWise Template gt select a template in the list box To select a template from a different library click the library in the drop down list 3 Click OK New Document 121 x Document subject T Open document now Cancel Properties 4 Type the subject of the document gt click OK To specify additional information about the document such as author name or document type click Properties after you type the subject 5 Double click the document reference in the current folder to open the new document You can click Open Document Now to immediately open the document 268 User s Guide Creating a Document Using a File as a Template 4 Click File gt New gt Document 2 Click Select a File New Document RAE Select an application gt GroupWise template 6 rc Cancel Enter filename El Library where document will be stor
76. item is not equal to the number of recipients who accepted Items where the number of recipients who opened the item is less than the total number of recipients Items where the number of recipients who opened the item is less than or equal to the total number of recipients Items in which the number of recipients who have opened the item is greater than the number of recipients who have deleted the item Items where the number of recipients who have opened the item is greater than or equal to the number of recipients who have deleted the item Items that have been completed Items that have not been accepted Managing Your Mailbox 171 172 User s Guide Operator Contains x Does Not Contain gt Begins With Matches On gt On or After gt After lt Before lt On or Before gt Within lt Previous Example From Bill From x Bill To gt cli Subject customer reports Created Today Created gt Yesterday Created gt Yesterday Due End Date lt Tomorrow Due End Date lt Tomorrow Due End Date gt 3 Day Due End Date lt 3 Day Result Includes Items where the From field contains Bill such as items from Bill Jones Bill Smith and so on Contains does not support wildcard characters Items where the From field does not contain Bill such as items from Bill Jones Bill Smith and so on Does Not Contain does
77. limit Once you have exceeded the storage limit you will not be able to send new items until you either archive or delete some of your existing items View C Trash Cc Received Items C Posted Draft items Date Mailbox information MM Curent mailbox size F Maximum storage limit 556 KB 1 00 MB Close To Subject Els 05 01 01 03 17P test sound Harry Wong Archive 1161 04 24 01 05 34P Re How s the work on Proj Walter Sanchez Ey 109 04 25 01 09 394 Re Final Test Plan Colleen Bolton Delete 1070 04 25 01 09 354 Re What s a good time Fatima Haughey e gt 999 04 30 01 10 004 Production Meeting Jeanie Yacoub Stop Wer 8 504 04 27 01 03 00P Marketing Presentation Harry Wong 2 Click Trash Sent Items Received Items or Posted Draft Items When you select a view GroupWise searches for items in the selected folder and displays the items in descending order from the largest file size to the smallest You can click Stop Query at any time to stop the query Deleting Items From Your Mailbox Using Mailbox Storage Size Information 4 Click Tools gt Mailbox Size 2 Click Trash Sent Items Received Items or Posted Draft Items When you select a view GroupWise searches for items in the selected folder and displays the items in descending order from the largest file size to the smallest You can click Stop Query at any time to stop the query 3 Select an item
78. listed click the Field Mapping tab gt Retrieve All LDAP Fields Click a MAPI search field name gt click the right arrow button to add it to the LDAP Fields List Click Apply gt the Searching tab gt Search Fields gt select the fields you want to search The available search fields depend on the selected directory service Many directory services allow you to search using only the Name and E Mail Address fields 7 Click OK twice gt click Close twice Changing the Length of Time a Directory Service Searches 4 Click Tools gt Address Book 2 Click the LDAP Address Book tab 3 Click Directories gt click a directory service 4 Click the Searching tab 188 User s Guide 5 Drag the bar under Amount of Time to Search Before Timing Out until it shows the amount of time you want 6 Click OK gt Close gt Close Using Groups to Address Items A group is a list of users or resources you can send messages to Use groups to send a message to several users or resources by typing the group name in the To BC or CC boxes There are two types of groups public and personal A public group is a list of users created by the system administrator and is available for use by each GroupWise user For example there may be a public group for the Accounting Department Each employee in Accounting is included in the group Public groups are listed in the system address book A personal group is a group created by you For example if y
79. must support SSL 1 Click Accounts gt Account Options 2 Click the account gt Properties 3 Click the Advanced tab 4 Select Use SSL gt specify the digital certificate you want to use 58 User s Guide This certificate enables Group Wise to use SSL to authenticate to the mail server you have chosen If no certificates are listed in the drop down list you need to use your Web browser to obtain a certificate from an independent Certificate Authority For more information see Obtaining a Security Certificate from a Certificate Authority on page 254 5 Click OK gt Close Importing POP3 IMAP4 Accounts Use the Group Wise E Mail Importer Utility to import existing POP3 and IMAP4 accounts into GroupWise In addition to importing messages from your existing POP3 and IMAP4 accounts you will save time by not having to retype address book entries into the GroupWise address book 4 Click File gt Import POP3 IMAP Copy POP3 IMAP messages addresses and account settings into GroupWise File Edit View Actions Tools Accounts Window Help New Open Archive lt Mailbox Custom Settings Y KERNER Open Backup From Subject Date Open View EA Molly Jones Plan scenarios 04 24 01 02 00PM Save As EJ Alecia Mendenhall Yesterday s conference call 04 24 01 03 43PM Import Documents Import POP3 IMAP Martha de la Torre EJ Tom Matijakovich
80. of forwarding it Delegating places a delegated status in the item s Properties window letting the sender know you have transferred responsibility for the item to another person Forwarding an Item in the Message Box of a Mail Message 1 Open the item you want to forward 2 Click the arrow under the Forward button gt select Forward A new message will open with the text of the forwarded item in the Message box 3 Type a username in the To box gt press Enter Click Address if you want to search for a username in the Address Book Double click the username gt click OK 4 Click in the Message box above the forwarded text then type a message optional 5 Click Send If you can t accept an appointment task or reminder note you can delegate the item instead of forwarding it Delegating places a delegated status in the sender s Properties window letting the sender know you have transferred responsibility for the item to another person 76 User s Guide Changing Item Types You can use Change To to convert an item in your Mailbox to another type of item For example you can change a mail message in your Mailbox to an appointment in your Calendar The new appointment contains all the information from the mail message such as To CC and BC lists subject and message text that is applicable in the appointment When you change a mail or phone message to another type of item such as an appointment or task the origina
81. on page 145 Copying a Rule to Make a New Rule Editing a Rule Deleting a Rule 1 2 3 4 5 OO Na a Click Tools gt Rules Click the rule you want to copy gt Copy Type the name of the new rule Make the appropriate changes to the rule Click Save Click Tools gt Rules Click the rule you want to edit gt Edit Make the appropriate changes to the rule Click Save Click Tools gt Rules Click the rule you want to delete gt Delete gt Yes Managing Your Mailbox 143 Limiting Items Affected by a Rule Use Define Conditions to further limit the items affected by a rule 1 In the Rules dialog box click Define Conditions 2 Click the first drop down list gt click a field 3 Click the operator drop down list gt click an operator 4 Type the criteria for the filter or If provided click the drop down list gt click an existing criterion If you type criteria such as a person s name or a subject you can include wildcard characters such as an asterisk or a question mark Text you type is not case sensitive 5 Click the last drop down list gt click End or Click the last drop down list gt click And or Or to further limit the items affected by the rule To learn about available fields operators wildcard characters and switches see Using Filter and Rule Wildcard Characters and Switches on page 169 Using Filter and Rule Operators on page 170 and Understanding F
82. on page 278 Attaching a File to an Item 1 Open a new item 2 Fill in the To Subject and Message boxes 3 Click Attach gt browse to and select the file or files you want to send Attach File 71x Look in E Al Users e 1 e E Documents Favorites Start Menu a Templates Files of type an Files y Cancel Document Reference To remove an attached file right click the attachment gt click Delete 4 Click OK gt Send Moving or deleting a file on a disk or network drive does not affect a file you ve attached to an item and sent If you delete an attached file it is not erased from disk or network drive it is simply removed from the attachment list Working with Items in Your Mailbox 63 Attaching a Document Reference to an Item 1 Open a new item 2 Fill in the To Subject and Message boxes 3 Click Attach gt Document Reference Select Document 12 fx Folders Available Documents From Subject El Molly Jones Department Phone List Sent Items Molly Jones Minutes from Lunch Meeting E Calendar E B Documents Task List Work In Progress EJ Cabinet Gri Trash H Library Document Version Version Manufacturing Library Default y 2362 Specific Version y E Cancel Eind 4 Inthe Library drop down list click the library that contains the document you want to attach 5 In the Document box type the document number If you don t know the number of th
83. operation as long as the file contains a list of document IDs If you re creating a file make sure that each document ID is at the beginning of a line and that there is only one document per line If the file you specify is a log file from a previous move operation you can click Process Errors Only and GroupWise processes only the documents that generated errors during the previous session 5 In the Select Library To Move Documents To list box click the destination library gt Next 6 Specify the directory where you want to save the log file You can click Generate A Log File Without Performing The Move Operation to see the outcome of the move without actually moving the documents If you are a librarian in the destination library you have two additional options on the Log page of Mass Document Operations Validate Document Property Fields lets you choose whether or not to validate the property fields of the documents you are moving Allow Documents With Validation Errors To Be Created or Updated lets you choose to bypass any validation errors 7 Click Finish to move the documents Changing the Properties of a Group of Documents As you manage your GroupWise documents you often need to change the properties of several documents at the same time For example ifan employee leaves the company you may need to reassign all of his or her documents to another person or if a new employee joins the company you may need to give him or h
84. page 223 Connection Status on page 242 Caching Features Most GroupWise features are available in Caching mode with the exception of subscribing to other users notifications Setting Up Your Caching Mailbox Setting up a Caching Mailbox requires enough disk space either on your local hard drive or another network drive to store all the data in your mailbox 1 Make sure GroupWise is installed on the computer where you want to set up your Caching Mailbox 2 Click File gt Mode gt Caching or Click Caching on the Mode drop down list 238 User s Guide k Novell GroupWise Mailbox iy File Edit View Actions Tools Accounts Window Help Mode Online a Custom y Zaal g hli Caching Subject al 2 Py Moly done Molly Jones Plan scenarios 04 24 L is EJ Alecia Mendenhall Yesterday s conference call 047247 Calendar EJ Martha de la Torre Re Yesterday s conference call 04 24 7 Tom Matijakovich Re Yesterday s conference call 047247 2 Work In Progress f Molly Jones New Laptops are In 047247 EJ Cabinet Be Jeanie Yacoub Your feedback is needed 04 24 amp Trash 6 Walter Sanchez How s the work on Proj 879 going 04 24 0 Y IMAP Account El Walter Sanchez Re How s the work on Proj 879 ge 047247 News Account E Marlena Lamaroux Fwd Interesting link about the new 047247 Talkway Mallu lanes Thanks tn everunne who helned wi N4 5 al Mailbox Size 54 Sele
85. priority of all items you send click Tools gt Options gt double click Send 2 In the Priority group box select High Standard or Low Customizing GroupWise 347 The small icon next to an item in the Mailbox is red when the priority is high white when the priority is standard and gray when the priority is low 3 Click OK Changing the GroupWise Language 1 Click Tools gt Options 2 Double click Environment gt click the General tab Environment IE nglish 3 Click a language in the Interface Language drop down list gt click OK 348 User s Guide Changing Your Default Views 4 Click Tools gt Options 2 Double click Environment gt click the Views tab Environment eT x General Views File Location Cleanup Signature Backup Options r ltem type Views Mal EE Mail simple C Phone C Reminder note C Task C Calendar Group C Posted F Use default views for reading Set Default View Default Compose View Default Read View Plain Text Plain Text C HTML C HTML 3 Click an item type 4 Ifthe selected item type is Task Appointment or Reminder Note select Posted or Group 5 Click the view you want as your default in the Views list box 6 Click Set Default View Group Wise marks the item as the default by placing an asterisk next to the view name in the Views list box 7 Repeat Steps 3 6 until you have selected a default view for each vi
86. resource IDs in the To box Specify the first possible day for the meeting in the Start Date box Specify the meeting s duration To exclude a username or resource from the search without deleting it click the Available Times tab gt click the check box next to the user or resource to deselect it Excluding a person or resource from the search is useful if a user like a CC recipient should be invited to a meeting but does not necessarily need to attend To include a user or resource name that has been excluded click the check box next to the user or resource to select it Click Busy Scheduling Group and Posted Items 87 88 User s Guide Choose Appointment Time AE Available Times Individual Schedules Invite To Meeting Tuesday November 6 2001 Wednesday 8 9 10 11 12 1 2 3 4 8 9 10 11 Andrew Jones Rachel Miller P m Appointment Busy Start Date 11 6 01 From Julie Smith Start Time 2 00PM Place Joe s Office Duration 1 Hour Subject Quarterly Review m Desired Time Start Date 11 6 01 Start Time 2 00PM Duration 1 Hour Busy E out of Office Busy C Tentative Cancel Auto Select The legend at the bottom of the Busy Search dialog box shows the meaning of the various Show Appointment As patterns on the grid If appears to the left of the username or resource you can click a scheduled time across from the username or resource on the Individual Schedul
87. rights they can t see the document in the results of a Find Giving a User Rights for All Document Versions 4 Click the document reference in your Mailbox 2 Click File gt Properties 3 Click the Sharing tab Document 10 2 x Document Version Sharing Activity Log C Not shared M Shared with Name Add User EJ Share list Name Security lt Creator Access gt View Edit Del Shr Mod lt General User Access gt Denied Jeanie Yacoub View f i Versions tonde Ja Edit Si Delete Fights l d Share ME Modify security Version Level Security Status Available Cancel 4 Click Shared With 5 Inthe Name text box type the name of the user or group you want to grant rights to gt click Add User 6 Click the user s name in the Share List gt click the check boxes for the rights you want to grant to this user 7 Click OK Users must have Share rights to put the document reference in a shared folder Giving a User Rights to a Specific Document Version You must be the author or creator of a document to grant access rights or the author or creator of the document must grant you rights to modify security for the document 4 Click the document reference in your Mailbox Creating and Working with Documents 281 2 Click File gt Properties 3 Click the Sharing tab 4 Click Shared With 5 Inthe Name text box type the name of the user or group you w
88. rights you are called a librarian and you can perform mass document operations such as changing document properties moving documents and so on on all the documents in the library When a librarian performs a search the Find dialog box displays an extra option Apply Librarian Rights When selected this allows the librarian to find any documents created by other users which may not have been explicitly shared with the librarian However the librarian cannot perform a full text search when using this option Creating and Working with Documents 307 The librarian can see and modify all the properties of a document such as author creator security subject document type and so on but the librarian can t see the content of the document To see the content of a document the librarian must have View rights for that version of the document If the librarian makes any changes to the author or sharing rights of a document the original author of the document receives a mail message that notifies him or her of the change This prevents the librarian from giving unauthorized users access to a document In addition to modifying the properties listed above the librarian can also perform the following actions on all the documents in the library Delete a group of documents from the library Move or copy documents to a different library Change the document properties author document type subject an so on of a group of documents
89. see the outcome of the delete without actually deleting the documents 7 Click Finish to delete the documents Viewing Documents When Your Network or GroupWise Is Unavailable 330 User s Guide After you have edited and closed a document or documents in your Online Mailbox you can have a copy of every document you edited placed in your Remote Library This is called document echoing Then when your network GroupWise Library or Group Wise post office is unavailable you can open and modify your latest edited documents in Remote or Caching mode You must have a Remote or Caching Mailbox on your machine for document echoing to occur If you have chosen to use the same local mailbox for both your Remote Mailbox and Caching Mailbox your echoed documents will be available in both Remote and Caching mode If you run Remote mode and Caching mode from separate local mailboxes you can echo documents to either your Remote Mailbox or your Caching Mailbox Documents are echoed whenever you close or check in a document in your Online Mailbox The document reference for the document is added to your Documents folder in your Remote Caching Mailbox and the document is copied to your Remote Library which is used for both Remote and Caching mode In Remote and Caching mode you can use Tools gt Manage Library Size to remove unneeded documents that take up extra disk space Document echoing does not occur when you close or check in documents in Remot
90. the Properties window You ll also see if a recipient marked a task Completed Properties also shows information about items you receive You can see who else received the item except for blind copy recipients the size and creation date of attached files and more You can save and print status information for an item For information about a document use the Activity Log in Properties See Viewing the History of a Document on page 286 Checking the Status of an Item 1 Right click an item in your Mailbox or Calendar gt click Properties The icons next to an item can give also you helpful status information See Icons Appearing Next to Items in Your Mailbox and Calendar on page 24 Saving the Status Information of an Item 1 Right click an item gt click Properties 2 Click File gt Save As GroupWise gives the item a temporary filename You can change the filename and default folder to save the file 3 Click Save Printing the Status Information of an Item 1 Right click an item gt click Properties 2 Right click in the Properties window gt click Print Working with Items in Your Mailbox 69 Managing Received Items Group Wise stores all the mail messages appointments and other items you receive in your Mailbox Novell GroupWise Mailbox Of x File Edit View Actions Tools Accounts Window Help Mode online y Display lt Mailbox custom Settings al a 3 Q i X o X oy X ry l Harry Wong Subjec
91. the starting date and ending date 4 Click the months you want to include To include all months double click any month in the Months group box 5 Click the Days of the Week pop up list gt click Days of the Month 6 Click one or more days of the week for example Mon Wed and Fri To include all days double click any day in the group box 7 Click Last gt click the Last button 8 Specify the number of days to offset gt click OK twice 9 To verify the dates you have scheduled click the Dates tab and check the dates selected in the calendar 10 Click OK Scheduling Auto Dates by Formula 100 User s Guide Schedule items this way for events that occur on the same day each week for example every Monday the same day each month for example the 15th and last day or in a defined period of time for example every 14 days You can accomplish the same type of scheduling more easily using the Example and Dates tabs Formulas should only be used if you are comfortable working with them 1 In an appointment task or reminder note you are scheduling click Actions gt Auto Date 2 Click the Formula tab 3 In the Range group box specify the starting date and ending date or To specify a certain number of occurrences rather than a range specify the starting date gt click the End drop down list gt Occurrences gt specify the number of occurrences 4 Type the formula text 5 If you want to clear the Auto Date d
92. the system address book Exporting Addresses from the Address Book 41 Open the address book from which you want to export names 2 Select the addresses you want to export If you want to export an entire address book you don t need to select any names 3 Click File gt Export 4 Click Entire Address Book if you want to export the entire address book or Click Selected Items if you want to export the addresses you have selected 5 Click a folder for the file to be saved to gt type a filename for the exported file gt click Save The exported file is saved with a NAB extension Novell Address Book To stop the export press Esc gt click Yes Importing Third Party Address Books Importing Address Books from POP3 IMAP4 E Mail Accounts 4 Click File gt Import POP3 IMAP The Installed E Mail Clients list box displays the e mail accounts installed on your machine 192 User s Guide 2 3 4 5 6 7 Select the e mail account you want to import into GroupWise gt click Next Click the Address Books check box gt click Next Type a name for the new GroupWise address book that will contain the imported addresses The name you type will display on a new tab in the GroupWise Address Book Click Next Review the summary information to ensure that it is correct gt click Next or Click Back to change your import options Check to see if the e mail account was successfully imported gt click Done Im
93. to import gt click OK To select multiple files to import Ctrl click each additional document or Click Add Entire Directory gt select the folder or folders you want to import Type a file extension such as DOC or WPD in the File Name Filter text box if you want import specific types of files from the selected folder or folders gt click OK Make sure Quick Import is deselected Click Next Import Method xi Import method C Move files into GroupWise Novell TT Store all status and error messages in a log file so that import can run without stopping CAWINDOWSATEMPtimport txt lt Back Cancel Click Copy Files into GroupWise to place a copy ofthe files in the library and leave the original files in the source location or Click Move Files into GroupWise to move the files into the library and delete the original files from the source location To save any import errors in a log file click Store All Status and Error Messages in a Log File gt specify a filename Click Next Select Library x Select Library Tools Library Manufacturing Library Default 8 Click the library you want to store the documents in 9 Click Next Create Document References xi Novell O amp Mailbox Sent Items EM Calendar 2 0 B Documents a f Authored Default Library Task List Work In Progress E M amp Cabinet O Project 2003 xl lt Back Canc
94. to prevent a proxy from marking routed items Completed you can require a password to complete a routed item Creating a Routed Item 1 Open a mail message or task 2 Click Actions gt Routing Slip Mail To Jol x File Edit View Actions Tools Accounts Window Help GHA Ys e Bib vu 7 aaa From Harry Wong A Route Subject Message x Cancel Address Attach a ed 3 In the Route box type a username gt press Enter Repeat for each user included in the route or Click Address to select usernames from the Address Book 50 User s Guide 4 Type a subject and message 5 Click Send Requiring a Password before Marking a Routed Item Completed You can require a recipient to enter his or her GroupWise password before being able to mark a routed item Completed 1 Create a routed item 2 Click File gt Properties 3 Click the Security tab 4 Select Require Password to Complete Routed Item To require a password for all routed items you create click Tools gt Options gt double click Security gt click the Send Options tab gt select Require Password to Complete Routed Item For information on GroupWise passwords see Assigning Passwords to Your Mailbox on page 350 Completing a Routed Item 1 When you are finished with the assignment or instructions in the routed item open the item gt select Completed 2 Ifthe sender has required a password to complete the item type y
95. to read encrypted items you receive When you export your public certificate you can send it to another user The other user than can import your public certificate and be able to send you encrypted items 1 2 3 Click Tools gt Options Double click Certificates Click Import or Export on the My Certificates tab Import My Certificate 2 x Certificate file to import Browse Enter password Me oao JV Allow export of private key in the future Set strong private key protection Cancel or Click Import on the Recipient Certificates tab Type a filename including the path You can also click Browse to find the certificate file gt click the filename gt click Save or Open If required type your certificate password Click OK Sending Secure Message S MIME 259 260 User s Guide Creating and Working with Documents GroupWise Library lets you manage all your documents from your Mailbox Managing Your Documents in GroupWise In GroupWise your documents display as items in your Mailbox and folders along with your mail messages tasks appointments and so on 4 Novell GroupWise Mailbox iof x File Edit View Actions Tools Accounts Window Help Mode Online Displey Mailbox Custom eS y a gt E5 El Harry Wong From Subject Date SO RENA Colleen Bolton Re Final Test Plan Sent Items E Calendar El B Documents Task List
96. uncertain which one to restore you can see a list of all the BLOB filenames that have ever been assigned to that document version A BLOB binary large object is a document that has been compressed and encrypted in a GroupWise library To restore a file from a backup follow the directions for your standard backup software Then you can replace the corrupt document with the restored file in GroupWise using Replace Document with Backup You can use this feature in Remote Mode only if the document has been downloaded and marked In Use 1 2 3 Click the document reference Click Tools gt Replace Document with Backup If necessary look at the entire list of BLOB filenames that have been assigned to that document version and decide which file needs to be restored from backup files or Skip to Step 6 Ifnecessary exit Group Wise Using standard backup software restore the file Start Group Wise and repeat Steps 1 and 2 Specify the path and filename for the file that will replace the document Creating and Working with Documents 341 342 User s Guide Customizing GroupWise Use Options to customize GroupWise by setting defaults that are in effect each time you start GroupWise You can set options that make your work more efficient change how GroupWise looks and accomplish specific tasks For example you can use Environment Options to change the interface language Group Wise uses or you can use Send Options to speci
97. up an automatic backup 1 In Remote or Caching mode click Tools gt Options gt double click Environment 2 Click the Backup Options tab gt select Backup Remote Mailbox 3 Specify the location for the backup The default location is C NOVELL GROUPWISE BACKUP 4 Specify how often you want to back up your mailbox 5 If you want select Do Not Prompt Before Performing Backup 156 User s Guide Restoring Items from Backup 4 Click File gt Open Backup GroupWise Restore Path x Restore from O Passyord Cancel 2 Type the full path or browse to the path of the backed up mailbox gt type your password if required 3 Select the item you want to restore gt click Actions gt Restore You cannot restore documents through this method For more information see Replacing a Document with a File from Backup on page 340 4 To exit your backed up mailbox click File gt Open Backup Finding Items Use Find to look for items that match the criteria you specify Use the Find by Example tab to find items that match an example you specify in a field Find by Example is especially helpful for finding documents You can save the results in a Find folder where you can retrieve them any time you open the folder Information you specify on the Find tab will not appear on the Find by Example tab and vice versa Managing Your Mailbox 157 Finding an Item By Example 158 User s Guide 1 Click Tools
98. will work with numbers up to 30 For example every 45 starting mar 3 2002 is not a valid formula Relative Operators The six relative operators are Before On Before After On After Near and On Near Use these operators to schedule days relative to a specific date For example to schedule the Monday closest to November 6 in all years you could enter the following formula mon on near nov 6 If you need to schedule the first Tuesday after November 6 2002 you could enter the following formula tue after nov 6 2002 Or You can use the Or operator a comma or the word Or to indicate that one or the other function or statement must hold true in order to schedule days For example to schedule an appointment on the 15th day of each month in the year 2002 but only if the 15th falls on a Tuesday or Thursday enter the following formula 15 2002 tue thu Not When placed before a function the Not operator or the word Not negates that function For example if you want to schedule all days in January 2002 except for Tuesdays and Thursdays you could use the following formula jan 2002 tue thu Low Priority And Like a space the low priority And operator amp or the word And between two functions indicates that both functions must hold true However the low priority And has the lowest priority of all operators For example examine the following formula tue thu jul aug Scheduling Group and Post
99. with operators to further narrow the search If you cannot find the document or message check your search criteria for misspelled words Also check the syntax of your search to make sure you are telling Find to search for exactly what you want Saving the Results of a Find 160 User s Guide 4 Click Al on the toolbar 2 Perform a Find 3 In the GroupWise Find Results dialog box click File gt Save As Folder Create Find Results Folder x Name the new folder and set its position in the folder list Name Find Results Folde Description Find items where Item Type is Mail and From contains Jeanie Yacoub and Item Source is Received Position 5 Harry Wong EP Mailbox li Sent Items Down Flat E Calendar Documents Task List Work In Progress Left Cabinet End Results Folder Fa Proiact 2002 Y Y Find new matching items each time the folder is opened Back Cancel 4 Type a name for the folder gt type a description for the folder gt click Up Down Right or Left to place your folder where you want it to display in your Folder List gt click Finish To see your Find results at any time select the folder For more information about Find Results folders see Understanding Find Results Folders on page 124 You can update a Find folder each time you open it Make sure Find New Matching Items Each Time the Folder Is Opened is selected
100. you need to You can also unarchive any archived item When you archive an item you have sent you will not be able to track the status of that item The system administrator may specify that your items will be archived automatically on a regular basis When you move an item to a folder it is not archived Items in folders are still affected by the Clean Up options you specify in Environment Options and by any archiving or cleanup options your administrator specifies Archiving an Item in Your Mailbox 1 If you have not previously done so specify the archive path in File Location in the Environment dialog box See Specifying Where Archived Items Are Stored on page 347 2 Select the items in your Mailbox you want to archive 3 Click Actions gt Archive When you archive an item you have sent you cannot track the status of that item Viewing Archived Items 41 In the Main Window click File gt Open Archive Unarchiving Items 4 Click File gt Open Archive 2 Click the item you want to unarchive gt Actions gt Archive 3 Click File gt Open Archive to close the archive and return to the Main Window Unarchived messages are returned to the folder from which they were archived If the folder has been deleted GroupWise creates a new folder Archiving Items Automatically 4 Click Tools gt Options 2 Double click Environment gt click the Cleanup tab 136 User s Guide Environment El x General Views
101. you the choice whether or not to add the signature or vCard every time you send an item 5 Click OK You can have both a signature and a vCard at the same time Adding a Signature for POP3 IMAP4 NNTP Accounts If you have a number of different accounts including POP3 IMAP4 and NNTP newsgroup accounts you can create a different signature for each account You can have both a signature and a vCard at the same time 4 Click Accounts gt Account Options Working with Items in Your Mailbox 45 Click the Mail or News tab Click the account you want to create the signature for gt Properties Click the Signature tab Click Electronic Business Card vCard or Signature oa AGON If you selected Signature type the text you want as a signature in the Signature box or If you selected vCard either specify a VCF file or leave the field empty to have the vCard use information from your listing in the Address Book 7 Click Automatically Add to add the signature or vCard to every item you send or Click Prompt Before Adding to give you the choice whether or not to add the signature or vCard every time you send an item 8 Click OK Spell Checking Items You Send Use Spell Checker to check for misspelled words duplicate words and irregular capitalization in items you are creating When Spell Checker finds a misspelled word you can replace it with a word Spell Checker suggests edit the word manually or skip the word
102. you want to look for 6 Click Next j Document Creating and Working with Documents 319 7 Specify new values for any of the document properties gt click Next 8 Click Preview to see a sample of the documents that will be modified based on the Find criteria you specified You can click Close at any time in the Find Results dialog box to cancel the preview Specify the directory where you want to save the log file You can click Generate A Log File Without Performing The Operation to see the outcome of the operation without actually changing the documents If you are a librarian in your default library you have two additional options on the Log page of Mass Document Operations Validate Document Property Fields lets you choose whether or not to validate the property fields of the documents Allow Documents With Validation Errors To Be Created or Updated lets you choose to bypass any validation errors 10 Click Finish to change the document properties Changing the Properties for Selected Documents 320 User s Guide 1 In your Mailbox or folders select the document references for the documents for which you want to modify properties Click Tools gt Mass Document Operations In the Operation group box click Change Properties In the Selection Method group box click Use Currently Selected Documents gt Next Specify new values for any of the document property fields gt click Next Click
103. your vote for Employee of tl 04 25 01 12 00PM HB Jeanie Yacoub Project status report due this Friday by m 04 27 01 08 004M B Ana Dharmapalan Proj 690 Core Team Meeting 04 30 01 11 06AM xl 1of1 AE y 2 ey B Tr By YE ecol Fatima Haughey To Harry Wong Date 4 25 01 9 34AM Subject What s a good time eE 2l Mailbox Size 9 Selected 1 Tota 22 E 5 You can open more than one Main Window in GroupWise by clicking Window gt New Main Window This is useful if you proxy for another user You can look at your own Main Window and the Main Window belonging to the person you are proxying for You might also want to open a certain folder in one window and look at your Calendar in another You can open as many Main Windows as your computer s memory will allow The basic components of the Main Window are explained below 20 User s Guide Toolbar Folder List The toolbar lets you quickly accomplish common Group Wise tasks such as opening the Address Book sending mail messages and finding an item The Display drop down list on the toolbar lets you change the display of your Item List The Mode drop down list lets you change the way you run Group Wise The Folder List at the left of the Main Window lets you organize your GroupWise items You can create new folders to store your items in Next to any folder except for shared folders the number of unread items is shown in square brackets If you want you ca
104. 1 Using Caching Mode The following updates were made to the Using Caching Mode section of the User 5 Guide Location Update Synchronizing Your Step 4 was inserted to explain how to download the System Address Book Caching Mailbox with Your your personal address books and rules to your Caching Mailbox on a Online Mailbox on page regular basis 240 Customizing GroupWise The following updates were made to the Customizing GroupWise section of the Users Guide Location Update Using Startup Switches on Added information about the iabs startup switch page 357 December 4 2002 The following sections list the updates that were made to the GroupWise 6 User 5 Guide Working with Items in Your Mailbox on page 363 Managing Your Mailbox on page 121 362 User s Guide Working with Items in Your Mailbox The following updates were made to the Working with Items in Your Mailbox section of the User s Guide Location Update Changing the Font of Items Added this new section You Send on page 43 Changing the Font of ltems Added this new section You Receive on page 73 Managing Your Mailbox The following updates were made to the Managing Your Mailbox section of the User s Guide Location Update Sending an Alarm to an Updated information in Step 5 to reflect more pager addressing options Electronic Pager on page Deleted some outdated requirements 132 Limitin
105. 132 User s Guide You can set an alarm in your mailbox or calendar to notify you about the status of a message through an electronic paging device Notify must be running for you to receive notification of alarms incoming items or a change in status of outgoing items 1 Make sure Notify is running 2 Right click on the Windows taskbar gt click Options 3 Click the Alarms tab 4 Click Send to Pager 5 Enter the SMTP address to your electronic pager For example 8001234567 skytel com Notify will send the subject of the appointment to your pager at the set alarm time You can also enter the GroupWise Pager Gateway addressing syntax if this gateway is installed Displaying the Notify Dialog Box When You Receive Notification 1 Make sure Notify is running 2 Right click on the Windows taskbar gt click Options 3 Click the Notify tab 4 Make sure Show Dialog is selected for the item types and priorities you want 5 Click the General tab 6 Type the number of seconds you want the dialog box to display under Show Notify Dialog For You can specify up to 32 767 seconds which is just over nine hours 7 Click OK Turning off Notification 1 Make sure Notify is running 2 Right click on the Windows taskbar gt click Exit Setting How Often Notify Checks for New Items 1 Make sure Notify is running 2 Right click on the Windows taskbar gt click Options 3 Type the number of minutes under Check for Mail Ever
106. 8 Using Groups to Address Items o 189 Creating and SavingaPersonalGroup 2 e e eo 189 Addressing ltems to a Group a 190 Adding and Removing Names from a Personal Group aoaaa a a 190 Viewing Group Information oaoa a 191 Copying Addresses and Address Books 1 2 0 a 191 Importing Addresses into a Personal Address Book 0 0 o 191 Exporting Addresses from the Address Book 2 2 192 Importing Third Party Address Books 0 o eo 192 Displaying Different Information in the Address Book 0 o 195 Opening and Closing Address Books 2 e o eo 196 Specifying the Columns to Display in an Address Book 0 196 Printing Labels and Lists from the Address Book 2 2 o e 197 Printing Labels t ioe a a a e eg ae WP eg AM 197 Printing Listsy asna e e 4 904 Eto Pe Aa e el E A AA ee ad 199 Using the Address Book to Send Messages ee 200 Using the Address Book to Address an Item 0 e es 200 Sending Mail from the Address Book e 0 eo 201 Using Frequent Contacts s nie ou mer Goe 40 p ie erp ee ee ee 202 Using Frequent Contacts to Address Items 0 e 202 Setting Frequent Contacts Properties 2 2 0 e 2 e
107. 95 Accepting and Declining Resource Requests 0 a pees 96 Specifying a Time Zone for an Appointment 2 2 0 0 00 2 ee ee 96 scheduling Recurring tems ssc er ee e a ee A Pe 97 Scheduling a Recurring Item by Dates 2 2 es 98 Scheduling a Recurring Item by Example 2 0 00000 eee ees 98 Scheduling a Recurring Item Based on Another Day of the Week 99 Scheduling a Recurring Item Based on the Last Day ofthe Month 99 Scheduling Auto Dates by Formula 1 2 0 0 0 eee ee 100 Using Auto Date Formula Functions and Operators o 101 Using Your Calendar 107 Viewing Your Calendar sendis do o erin e E ee hoe A Beh da 108 Calendar Folder or Calendar View 2 e a 108 AS Calendar 4 4 si Yk E A E Ee eee ag che 109 Icons Appearing Next to Items in Your Calendar 0 110 Reading an Item in Your Calendar e 110 Saving an Item in Your Calendar ee 110 Viewing the Schedules of Multiple Users 2 0 0 2 0 o e 111 Viewing a Multi User List ee 111 Modifying a Multi User List 2 0 o e o e 112 Creating a Multi User Calendar View 0 o e e 112 Printing CalendarlteMS esse u eee ee el Ped ae ee de eel 113 Printing Your Calendar Task List or Reminder Note List 113 Printing the Calendars of Multiple U
108. 99 Saving Documents in Integrated Applications If you are using an integrated application Group Wise can integrate its document management features with the application s Save As feature When you select Save As in the application you have the option of saving the document as a new version in GroupWise Library In addition you can select the GroupWise folder you want to save the document in Saving Documents Outside of the GroupWise Library To share documents with users who do not have access to Group Wise use Save As to make a copy of a document outside of the Library When you use Save As any changes you make to the saved document are not updated in the library 1 Click the document reference in your Mailbox 2 Click File gt Save As Save MEI Items to save Save Department Teleworking Policy Close Save to Disk ae Save file as Department Teleworking Policy Current directory c NOVELL GroupWise Browse V Report file name conflicts 3 Inthe Save File As text box specify a name for the document 4 Click Browse gt specify the path to the location where you want the document saved gt click OK 5 Click Save 300 User s Guide Opening Documents When you double click a document reference in your Mailbox or folder Group Wise opens the document in the associated application You can then edit the document If you only have rights to view the document you can open the docume
109. AM Find Previous Goes Quarterly Review 05 08 01 09 00AM or To change the item to another item type click Edit gt Change To gt More gt click an item type Posted items are sent directly to your Calendar Group items are sent to the Mailboxes of individuals and groups the message is sent to 3 Type the necessary information Working with Items in Your Mailbox 77 4 Click Send or Post You can right click the item gt click Change To to change the selected item from a posted item to a group item or vice versa Changing an Item in Your Calendar to Another Type of Item 4 Click Window gt Calendar to open your Calendar 2 Click the item you want to change in the Appointments Tasks or Reminder Notes List 3 Drag the item to the list that corresponds to the type of item you want to change it to For example drag a task to the Appointments List to change it to an appointment To copy an appointment task or reminder note press Ctrl while you drag the item 4 Specify any additional information in the item view gt click Send or Post Changing a Posted Item to a Group Item 1 In your Calendar click a posted item 2 Click Edit gt Change To gt More Change To HEI Item type C Mail cx Posted Appointment Phone Reminder note C Task C Group Posted 3 Click Group gt OK 4 Type any additional information gt click Send 78 User s Guide Delegating Item
110. Address Items 41 Open an item 2 Click Address If the Frequent Contacts tab is not displayed click File gt Open Book gt Frequent Contacts gt OK If the To CC and BC boxes are not visible click Address List at the bottom of the Address Book 3 Double click the names you want as primary recipients of your message gt click CC gt double click the names you want as carbon copy recipients gt click BC gt double click the name you want as blind copy recipients gt click OK The Frequent Contacts address book can be closed but it cannot be deleted Setting Frequent Contacts Properties 4 Click the tab of your Frequent Contacts book If the tab is not visible the book is not open Click File gt Open Book to open it 2 Click File gt Properties gt click the Options tab 202 User s Guide Frequent Contacts Properties E H Months _ Delte Now 3 Select the options you want To turn off names being placed into the Frequent Contacts address book click Auto Saving Off 4 To delete names from this book select the Delete Addresses Not Referenced Within Time Period check box gt type a number in the Time Period box gt click a time period from the drop down list from hours to years gt click Delete Now to remove old addresses 5 Click OK to save your changes and close the Properties dialog box or Click Apply to save your changes and keep the Properties dialog box open Using the Address
111. Book 203 Using Predefined Filters for the Frequent Contacts Address Book 1 If you have not already opened the Address Book open an item view gt click Address 2 Click the Frequent Contacts tab If the tab is not visible the book is not open Click File gt Open Book to open it 3 Click View gt Filter for at Least 3 References or Click View gt Define Filter for References gt type a number gt click OK The number you type is the minimum number of references an entry must have in order to be included in the filter A reference is the number of times you have sent or received items from an entry Creating Personal Address Books 204 User s Guide You can create edit and save any number of personal address books You have full rights to add and delete names and address information for any person company or resource you want in your personal address books When you create a personal address book a tab is added to the main Address Book window When you create multiple address books you can include the same name and address in several books If the entry is copied from an address book and you edit the entry s information in one book it is updated in all books Personal address books group addresses according to your preferences You can include Internet addresses or no address at all for the people you add to your personal address books You can send items to all entries in a personal address book by clicking the To
112. Certificate for Digitally Signing Items 256 Searching for Recipient Encryption Certificates Using LDAP 256 Selecting the Method Used for Encrypting lteMS 0 0 202 000 256 Checking If the Digital Signature of an Item Was Verified 257 Viewing Security Certificates You Have Received and Changing the Trust 258 Viewing Your Own Security Certificates 0 o ee 258 Importing or Exporting Security Certificates 0 a e 259 Creating and Working with Documents 261 Managing Your Documents in GroupWise 0 e 261 Storing Documents in Libraries 2 2 0 e e 262 Understanding Document References e e 263 Specifying Document Properties a a aa aa a 264 Creating Documents 2 2 6 bee a a a a ba a ee be eee 266 Creating a Document Using an Application s Template 267 Creating a Document Using a GroupWise Template 268 Creating a Document Using a File as a Template 0 269 Making Any Documenta Template o e e e 269 Creating a Reference to a Document e 270 Organizing Your Documents e 0 eee ee 270 Specifying When Document References Are Added to the Documents Folder 272 Changing the Maximum Number of References in the Documents Folder 272
113. Display Name gt Py ik E MailAddress id oa 7 Name E Mail E Mail Address Comments Fax Number Name E Mail E Mail Address Comments Fax Number Diet Mail Edd Remove Intermon Close List lt lt Waiting for user input 3 Select a directory service from the Look In drop down list 4 Type the name you want to search for or Type an e mail address you want to search for If other search fields are available enter the information you want to search for 5 Click Retrieve 6 When the search is complete double click the name you want 7 Click Close If you want to save the names you find in the search click the names gt Edit gt Copy To gt select a personal address book gt click OK Using the Address Book 187 Modifying the Properties of a Directory Service 4 Click Tools gt Address Book 2 Click the LDAP Address Book tab 3 Click Directories gt click a directory service 4 Click Properties 5 Click the Connection Searching and Field Mapping tabs to find the properties you want to modify 6 Modify the properties gt click OK Specifying the Search Criteria a Directory Service Uses 4 Click Tools gt Address Book 2 Click the LDAP Address Book tab 3 Click Directories gt click a directory service 4 Click Properties 5 Click the Searching tab gt Search Fields 6 Select up to four fields If you want to add search fields that you do not see
114. File Location Cleanup Signature C Aut C Auto archive after fo 4 days m Appointment task and reminder note Manual delete and archive C Auto delete after Auto archive after Empty trash C Manual Automatic after 4 days 3 Select Auto Archive After for the item type you want 4 Specify the number of days after the item is delivered or completed that you want it to be archived 5 Click OK If your system administrator has specified that items are automatically archived on a regular basis you may not be able to change this option Printing Items in Your Mailbox Printing GroupWise Items 1 In the Item List in your Mailbox click or open the item you want to print 2 Click File gt Print 3 Click the items and attachments you want to print Select Print Attachment with Associated Application to launch the application in which an attached file was created if that application is available This may increase printing time but will ensure correct formatting of the file Printing from GroupWise may save time but the formatting of the attached file may change Managing Your Mailbox 137 4 Click Print If you launch an associated application you will need to select to print the file once the application is open When printing is complete close the application Use Print Calendar to print your schedule including appointments tasks and reminder notes in different forma
115. IME products see S MIME Central http www rsasecurity com standards smime index htm Security Certificates A security certificate is a file that identifies an individual or organization Before you can send secure items you must obtain a security certificate Ifyou are using Entrust you must use an Entrust certificate If you are using a Microsoft security provider use your Web browser to obtain a certificate from an independent Certificate Authority See http www novell com groupwise certified html http www novell com groupwise certified html for a list of Certificate Authorities and detailed instructions for obtaining a certificate You can also use LDAP to search for a security certificate You use your security certificate to digitally sign items you send You use other users public security certificates to verify digitally signed items they send to you To be able to encrypt an item and have the recipient user be able to decrypt it you must have already received the user s public security certificate An element of this security certificate called the public key is used to encrypt the item When the recipient opens the encrypted item it is decrypted with another element from the security certificate called the private key There are two ways to obtain a user s public security certificate The user can send you a digitally signed item When you open the item you are prompted to add and trust the security certific
116. Mail Address Column width You can Ctrl click column headings in either list box then click Add or Remove to move multiple columns at once 4 To remove a column drag the column heading off the address book 5 To arrange columns drag a column heading to another position Printing Labels and Lists from the Address Book Printing Labels Click on the toolbar Ctrl click or Shift click to select individual entries or Make no selections if you want to print the entire address book Click File gt Print If prompted click Selected Items or Click Entire Address Book Make sure the Form tab is selected Make sure Labels is selected in the Format group box Using the Address Book 197 198 User s Guide Print Address Book 12 1x Form Content Options Selected form Form size Letter Cas C 55x 85in C A5 Custom Width Height 8 50 in 11 00 in Franklin sizes Monarch 8 5 11 in Form orientation Portrait C Landscape Preview Printer Setup Close 7 To print all the address book information for each entry make sure Mailing Address is selected in the Available Forms list box Available forms M ailing Address Selected Fields or To print only some of the address book information for each entry click Selected Fields in the Available Forms list box Click the Content tab gt deselect the fields you don t want to
117. Mailbox You can view the items in your Mailbox three different ways depending on how you want the information organized Details Discussion Threads and As Calendar are all found on the View menu 26 User s Guide Details Details displays a list of your items and information about them in columns including Subject Date CC Priority Document Type Due Date Size Version and many other categories Details is the default Mailbox view if you have not changed your Mailbox properties For information about adding or rearranging columns see Using the Columns in Your Mailbox on page 178 4 Click on the toolbar to view by Details 44 Novell GroupWise Mailbox iof x File Edit View Actions Tools Accounts Window Help Mode ontine gt Display lt mailbox Custom Settings y gt ey a Er SY sy a i Harry Wong Subject 9 amp Mailbox S 9 PFE Yacoub Your feedback is needed 04 24 01 05 02PM 3 Sent Items 3 Walter Sanchez How s the work on Proj 879 going 04 24 01 05 26PM Calendar Walter Sanchez Re How s the work on Proj 879 goi 04 24 01 05 38PM E ari Marlena Lamaroux Fwd Interesting link about the new 04 24 01 05 46PM ee a Progress Molly Jones Thanks to everyone who helped wit 04 25 01 09 304M g Cabinet Art Ramirez Fwd Question about the tools required fe 04 25 01 09 32AM for Trash Art Ramirez Fwd Another question 04 25 01 09 32AM Fatima Haughey What s a good time 04 25 01 09 34AM
118. Mass Document Operations wizard You can select the documents in a folder or your Mailbox before you open the Mass Document Operations wizard You can specify the name of a file on disk that contains a list of document IDs Previewing the Results of a Mass Document Operation When you use Find in the Mass Document Operations wizard to specify which documents you want to move copy delete or change you can click the Preview button on the last dialog box in the wizard to see a list of the documents that will be moved copied deleted or changed based on the criteria you specified in Find This makes it possible for you to review these results and verify that the criteria are accurate and select the correct documents If not you can return to the wizard and modify the Find criteria to expand or limit the documents included in the operation After You Perform a Mass Document Operation If you make any changes to the author or sharing rights of a document the original author of the document receives a mail message that notifies him or her of the change Using Mass Document Operations in Remote Caching Modes The Mass Document Operations wizard is not available in Remote or Caching mode You can perform the same tasks on individual documents while you re in your Remote Caching Mailbox but not with groups of documents Acting as the Librarian The system administrator can give users Manage rights to a library When you have Manage
119. Mode 0000002 220 Retrieving Items Rules Addresses and Documents to Your Remote Mailbox 220 Sending Items in Remote Mode 00 2 0002 ete ee 222 Viewing Pending Requests 2 0 a 223 Limiting the Items You Retrieve c osoa eaa oco cia roe e 223 Retrieving Items That Were Not Completely Downloaded 225 Using Busy Search in Remote Mode 2 0 000 eee ee 225 Filtering the System Address Book for Your Remote Mailbox 226 Deleting Items from Your Remote Mailbox 0 e e 227 Configuring Your Remote Connections 0 0 0 0 e e 228 Connections e Loa E a a E eat a a 229 Creating a Modem Connection a aoaaa a 230 Creating a TCP IP Connection o e e 232 Creating a Network Connection 2 aaa a 233 Copying a Remote Connection 2 aa a 233 Editing a Remote Connection e o 234 Deleting a Remote CoONNectON cssc re o e o 234 Specifying Your Remote Location 0 o e e 234 Using Caching Mode 237 Caching Features ceci hones A R EE Eb a E he RE e 238 Setting Up Your Caching Mailbox aoaaa aaa a 238 Synchronizing Your Caching Mailbox with Your Online Mailbox 240 Deleting Items in Your Caching Mailbox aa a 241 Opening a Different Version of a Document in Your Caching Mailbox 241 Viewing Pending Requests
120. Novell GroupWise 6 SIX O USER S GUIDE 103 000198 001 Novell Legal Notices Novell Inc makes no representations or warranties with respect to the contents or use of this documentation and specifically disclaims any express or implied warranties of merchantability or fitness for any particular purpose Further Novell Inc reserves the right to revise this publication and to make changes to its content at any time without obligation to notify any person or entity of such revisions or changes Further Novell Inc makes no representations or warranties with respect to any software and specifically disclaims any express or implied warranties of merchantability or fitness for any particular purpose Further Novell Inc reserves the right to make changes to any and all parts of Novell software at any time without any obligation to notify any person or entity of such changes This product may require export authorization from the U S Department of Commerce prior to exporting from the U S or Canada Copyright 2002 Novell Inc All rights reserved No part of this publication may be reproduced photocopied stored on a retrieval system or transmitted without the express written consent of the publisher USS Patent Nos 4 555 775 4 580 218 5 412 772 5 701 459 5 717 912 5 760 772 5 870 739 5 873 079 5 884 304 5 903 755 5 913 209 5 924 096 5 946 467 5 963 938 6 081 804 6 138 170 6 167 393 D393 457 and
121. Once you have imported or created a document in the GroupWise Library you can access that document only from GroupWise This keeps your documents secure If you need to share the document with a user who does not have access to GroupWise you can attach the document reference to a mail message and send it to that user or you can click File gt Save As to save the document in an external file outside the GroupWise Library In either case the file is not updated with any changes made to the document in Group Wise and is not controlled by the sharing rights assigned in GroupWise Specifying a Default Library The default library is where all your documents are stored and the library where Find searches for documents 4 Click Tools gt Options gt double click Documents 2 Click the library you want to use as a default 3 Click Set Default gt click OK Understanding Document References The document items that appear in your Mailbox and other folders are only references that point to the actual documents in the library Novell GroupWise Mailbox ioi x File Edit View Actions Tools Accounts Window Help Mode Online x Display lt Mailbox Custom we 3 a gt Ey 5 oy A E From Subject Date Molly Jones Cancelled Appointment Test new scenari 04 25 01 12 02PM Harry Wong Project 914 Notes 04 25 01 12 39PM Jeanie Yacoub Project status report due this Friday by noc 04427201 08 004M Kuo Chang Huang Submit your vote for
122. Or Insert Row or New Group gt add more criteria for your filter gt click End from the last drop down list gt OK Insert Row makes your filter more specific Additional rows narrow your search criteria even further For example to search for items from John Smith that were carbon copied to Mary Jones use the first row to search for John Smith and the second row to search for Mary Jones New Group creates a new row for a filter whose first group of rows contains several parameters for one column For example to create a filter to display all opened items from John Smith and Mary Jones click From in the first drop down list gt click the Matches operator gt type John Smith as the parameter gt click Or in the last drop down list A second row appears Click From in the first drop down list gt click the Matches operator gt type Mary Jones as the parameter gt click New Group Click Item Status in the first drop down list gt click the Includes operator gt click Opened in the third box gt click OK Delete Row removes a row from your filter definition You cannot delete a one row filter 5 Click OK when your filter is complete Find searches all folders and libraries selected in the Look In box To narrow your Find deselect unnecessary folders and libraries Narrowing an Advanced Find Using Filter Operators Operator Contains gt Begins With When you click Advanced Find the Advanced Find disieg box
123. P3 or IMAP4 Account to GroupWise 54 User s Guide Make sure you know the type of mail server being used POP3 or IMAP4 your account login name and password and the name of the incoming and outgoing mail servers Contact your Internet Service Provider for this information 4 Click Accounts gt Account Options 2 Click Add Type the name you will use to refer to this account Often people use the name of their Internet Service Provider however you may use any name you would like Account name Select what type of account your Internet Service Provider has given you Account type POP3 d IM amp P4 Cancel 3 Follow the prompts Modifying Properties of a POP3 IMAP4 Account 4 Click Accounts gt Account Options 2 Click the Account you want to modify Mail News Close Marked Account Account Type i Add Novell Group Groupwise def My Pop Account POP3 servername com Remove M IMAP Account IMAP4 imapserver com E MailandNews POP3 mailandnews com Properties Set Default General Options Eolders 3 Click Properties 4 Click the tabs to find the properties you want to modify 5 Modify the properties gt click OK For IMAP4 accounts if you change the account name the name ofthe IMAP4 folder is also changed Downloading New Items from POP3 IMAP4 Accounts Manually 4 To download items from one account click Accounts gt Send Retrieve gt the account name or I
124. Patents Pending Novell Inc 1800 South Novell Place Provo UT 84606 U S A www novell com User s Guide December 4 2002 103 000198 001 Online Documentation To access the online documentation for this and other Novell products and to get updates see www novell com documentation Novell Trademarks C3PO is a trademark of Novell Inc GroupWise is a registered trademark of Novell Inc in the United States and other countries NDS is a registered trademark of Novell Inc in the United States and other countries Novell is a registered trademark of Novell Inc in the United States and other countries ZENworks is a trademark of Novell Inc Third Party Trademarks All third party trademarks are the property of their respective owners Contents GroupWise 6 User s Guide 17 Documentation Conventions 2 2 a 17 4 Getting Started 19 Welcome to GroupWise 25 24 4 2 base bee a Pa Bae ha eh ba ee a bs 19 Starting GroupWise s pi e Whe arte Gls AAA a 19 A Brief Tour of GroupWise a 20 The Main Window ss 26 2445 6 080805 oe eA Mew ee ee SG ee Ae Dek 20 GroupWise Modes s oa atai ee ee eee e a 23 Understanding Your Mailbox aoaaa ee 24 Using the Toolbar o ee eR a es 29 Using Shortcut Keys oosa a loa a ba iea Aa aa band aa a d oa Daa ie 30 Additional Resources a 33 Online Hel piece 2 em Sis e BR AA ee eee eee e Tres ee SA 33 GroupWise 6 Documentation Web Page 2 000
125. Rights for All Versions group box click the rights you want to give the user to the selected group of documents If you want to specify sharing rights for specific versions click Version Level Security specify the rights for each version gt click OK Click Next Click Preview to see a sample of the documents that will be modified based on the Find criteria you specified You can click Close at any time in the Find Results dialog box to cancel the preview Creating and Working with Documents 325 12 13 Specify the directory where you want to save the log file You can click Generate A Log File Without Performing The Operation to see the outcome of the operation without actually modifying the documents Click Finish to modify the document sharing Changing Sharing Rights for Documents in a File 326 User s Guide 1 2 3 Click Tools gt Mass Document Operations In the Operation group box click Change Sharing In the Selection Method group box click Use Documents Listed In A File Specify the name of the file that contains a list of the documents for which you want to change sharing rights gt click Next You can specify any text file ASCII or ANSI as the source file for a change sharing operation as long as the file contains a list of document IDs If you re creating a file make sure that each document ID is at the beginning of a line and that there is only one document per line If the file you speci
126. The name of the person who created this version of a document The description of the document version The version number of the document The current status of a document Field Criteria Entry Depending on the operator you can specify a time period that the task falls within or specify an exact date Specify part or all of the Subject box text Specify a single letter Specify an integer Specify a To box name Depending on the operator you can specify an integer or select a variable from the drop down list Depending on the operator you can specify a time period that the document falls within or specify an exact date Specify the document creator s name Specify a document version description Select the version from the drop down list or click Select Version and specify the version number Select a status from the drop down list Managing Your Mailbox 177 Field Name This Field Refers to Field Criteria Entry View Name The name of the viewin Specify a view name which you re creating or reading an item The view names correspond to the names displayed when you click the down arrow next to the item view buttons on the toolbar Using the Columns in Your Mailbox The Item List in the Main Window is divided into columns Each column displays information about the items in the list For example different columns display the subject of items the date they were sent and so for
127. The recipient of an item will see the changes you make in HTML view if he or she views the item in HTML view You might want to let the recipient know which view you composed the item in Chaning the Font in Plain Text View 1 In an open item you are composing click View gt Plain Text 2 Click the Message box 3 Click Edit gt Font gt Font 4 Click a font and a font style 5 Click a size 6 Click any other options you want to change gt click OK You can also bold italicize or underline portions of text using toolbar buttons Changing the Font in HTML View 1 In an open item you are composing click View gt HTML 2 Use the HTML toolbar to change the font add background colors add images and more You might need to re size the item view horizontally to see all the buttons on the HTML toolbar You can set a default font for items you compose in HTMLView For information see Sending and Receiving Items in HTML on page 80 Adding a Signature or vCard to Items You Send Use Signatures to insert a signature or tag line at the end of items you send For example you can have Group Wise automatically list your name phone number and e mail address at the bottom of every item you send If you have Working with Items in Your Mailbox 43 vCard Files a number of different accounts including POP3 IMAP4 and NNTP newsgroup accounts you can create a different signature for each account You can also have GroupWise a
128. Using Default Values is selected unless you want to specify document properties at this time 8 Click Save gt Close Saved items remain in your Mailbox as well as being copied to the location you specify Items are saved in WordPerfect format but with a DOC extension so that they can also be opened in Word Attachments are saved in their original format Saving Status Information 1 Right click an item gt click Properties 2 Click File gt Save As GroupWise gives the item a temporary filename You can change the filename and default folder to save the file 3 Click Save The text is saved in WordPerfect 5 1 format Saving an Unfinished Item 1 In an open item click File gt Save Draft 2 Click the folder you want to save the item to gt click OK The draft message is placed in the folder you chose in Step 2 The default folder for unfinished messages is the Work In Progress Folder Owning Resources Resources are items that can be scheduled for meetings or other uses Resources can include rooms overhead projectors cars and more The system administrator defines a resource by giving it an identifying name and assigning it to a user Resources can be included in a busy search just as users can To schedule a resource include the resource name on the To line of an appointment A user assigned to manage a resource is the owner of that resource The owner of a resource is responsible to accept and decline appointment
129. You are automatically subscribed to alarms and notification for yourself If you deselect Subscribe to Alarms and Subscribe to Notification for yourself you will no longer receive alarms and notifications You will need to repeat the steps in this topic for your username 4 Click OK Creating a Rule for a Resource 152 User s Guide As the owner of a resource you have full Proxy rights to that resource including the ability to create rules for it The following steps show you how to create a rule that accepts all requests for an available resource This is an example of one rule that is useful for a resource You can create numerous other rules that perform different actions For example you might create a rule that declines requests for a resource that is already scheduled See Creating Rules on page 139 1 In the bottom left corner of the Main Window or the top left corner of the Calendar click 2 2 Click the resource you own If the resource you own isn t listed in the Proxy pop up list click Proxy gt type the name of the resource you own in the Name box gt click OK Click Tools gt Rules gt New Type a name for the rule Click Appointment Make sure the other item types are deselected Click the Appointment Conflict Exists drop down list gt click No nO GF bb Ww Click Add Action gt Accept gt type a comment if desired gt click OK Steps 6 and 7 instruct the rule to accept the appointment for the reso
130. a gt click the check boxes by the names of the users whose calendars you want to view gt click OK 3 View the users schedules 4 If you have appropriate Proxy rights and want to schedule an appointment you can click and drag from the time you want the appointment to be across the users you want to include in the appointment Using YourCalendar 111 Modifying a Multi User List You must have the appropriate Proxy rights to add users and resources to a Multi User List and to view their calendars in a Multi User view See Giving Other People Access to Your Mailbox on page 145 1 2 In the Multi User view click aa To add a user or resource click the address book icon gt double click a name gt click OK gt Add User To delete a user or resource click the name gt Remove User or To delete all the names in the list click Edit gt Remove All To change the order of the names in the list click a name gt click the up arrow or down arrow button The order of names determines the order in which the calendars display in the Multi User view To remove a user or resource calendar from the Multi User view without deleting the name from the list deselect the check box by the name To insert all the names in your Proxy List click Edit gt Insert Proxy List To reset the list click Edit gt Remove All gt Edit gt Insert Last List Click OK to save and exit the dialog box or Click Apply to save withou
131. a separate row The last button on each row lets you expand your filter criteria The ways to add and delete rows to narrow your filter are explained below And Creates a new row The filter will display items that match the conditions in each row joined by And Creates a new row The filter will display items that match the conditions in either row joined by Or The items don t have to match the conditions in both TOWS 168 User s Guide Insert Row Delete Row New Group End Inserts a new row below the current row and pushes the remaining rows down Insert Row is useful if you ve already created a filter and you want to add more criteria in the middle Removes the current row from the filter Begins a new group of rows You can then join the groups by an And or Or If two groups are joined by And the items must match all conditions in both groups If two groups are joined by Or the items must match all conditions in either group but not necessarily both End designates the last row of conditions in the filter If you select End in a row that is followed by other rows or groups the subsequent rows and groups are deleted Using Filter and Rule Wildcard Characters and Switches These wildcard characters and switches are available in the Filter dialog box and the Define Conditions dialog box only when you ve selected certain fields that require you to type additional text They are applicable only when you select the
132. able formats Al C2 B 3 and so forth Task priorities are optional 6 Type a description of the task If you want change the font of the message text For information see Changing the Font of Items You Send on page 43 7 Click Send Assigning a Task to Yourself 1 Click the arrow on the right of on the toolbar gt click Posted Task Y Posted Task A x File Edit View Actions Tools Accounts Window Help E u e H Y s 2 Eh bu aaa e Subject Priority of AY Start date 4 27 01 Post Due on erz7101 Message x Cancel Attach al Folder Calendar I Completed EF y or Scheduling Group and Posted Items 91 In your Calendar open a view with a Tasks List for example the Day view gt click a date gt double click an empty space in the Tasks List 2 Type a subject 3 Type a priority for the task The task priority may consist of a character followed by a number The following are acceptable formats Al C1 B 3 and so forth Task priorities are optional 4 Type the date you want the task to begin and the date you want the task to be completed You can type the same date in both boxes or If necessary click the calendar icon to specify dates or auto dates for your task 5 Type a message 6 Click Post Posted tasks are placed in your Calendar They are not placed in your Mailbox or in any other user s Mailbox Marking Tasks Completed When you finish a task y
133. add edit delete 6 Click OK to save your changes and close the Properties dialog box or Click Apply to apply your changes and keep the Properties dialog box open When you click OK or Apply the person with whom you want to share the address book receives a notification The Status column displays as Pending until the user accepts or declines the shared address book request then the column is updated to reflect the user s selection You and the users you share an address book with can arrange your address book columns differently Using the Address Book 211 Viewing Groups Organizations or Resources in the Address Book 212 User s Guide Use the predefined filters in the View menu to display only groups users organizations or resources in an address book Address books display all entries by default Although all groups companies and resources are marked by icons finding specific entries in large address books can prove difficult A predefined filter displays only the type of entry you are looking for One predefined filter applies only to the Frequent Contacts address book Filter for at Least X References You can use it to filter all entries with at least the number of references you specify To view groups organizations or resources in an address book 4 Click a on the toolbar 2 Click View gt click the filter you want to display 4 Address Book olx File Edit BYERS Address Help
134. ages containing your postings Indenting Newsgroup Reply Text with a Specific Character 1 Click Accounts gt Account Options 2 Click the News tab gt General Options 3 Select Maximum Line Length in NNTP Postings 4 Select Indent NNTP Reply Text Using gt specify a character in the text box The default character is gt 5 Click OK Specifying Download Settings for Individual Newsgroups The download settings for an NNTP account are specified in Accounts gt Account Options gt News gt account gt Properties gt Advanced Follow this procedure to change the download settings for an individual newsgroup in the NNTP account 1 Right click the newsgroup folder gt click Properties Using Newsgroups 249 2 Deselect Use Download Settings from Account 3 Select options in the Override Account group box 4 Click OK 250 User s Guide Sending Secure Message S MIME GroupWise works with security software you have installed to send secure items Security features in Group Wise are available only if you have installed one of the following security providers Entrust 4 0 or higher You must install an Entrust client from Entrust Technologies Inc You must also have an Entrust security certificate issued by your administrator Microsoft Base Cryptographic Provider version 1 0 or higher If you have a Windows 95 98 2000 ME workstation this is installed when you install Internet Explorer 4 0 or higher If y
135. ains both sent and received items Right click the folder gt click Properties gt Display Posting a Message to a Shared Folder 4 Click the shared folder in your Folder List to open it 2 Click File gt New gt Discussion Note If you want to post a different type of item such as a task click Edit gt Change To gt an item type 3 Type a subject 4 Type your message 5 Click Attach to attach files 6 Click Post To reply to an existing item in a shared folder open the item gt click Reply gt select a reply option gt click OK See Replying to Items You Receive on page 73 for more information Viewing Discussion Threads in a Shared Folder 1 Ina shared folder click View gt Display Settings gt Discussion Threads 2 To expand or collapse a discussion thread click the and next to the original discussion item 3 To scroll through different discussions press Ctrl Left arrow or Ctrl Right arrow Using Mailbox Storage Size Information Use Mailbox Storage Size Information to view your mailbox size and to manage items to regain space Your GroupWise administrator may set a size limit on your mailbox If your mailbox size exceeds the limit you cannot send new items until you archive or delete some of your existing items Managing Your Mailbox 129 Viewing Your Mailbox Size Information 4 Click Tools gt Check Mailbox Size Mailbox Storage Size Information x You have used 54 of your mailbox storage
136. al address book cannot be recovered Editing a Personal Address Book In a personal address book you can add or delete entries edit existing information copy names from one book to another or rename a book You can also create your own information properties fields Editing Names and Addresses in a Personal Address Book 4 Click S on the toolbar 2 Click an address book tab gt click the name you want to edit 3 Click Edit gt Edit 206 User s Guide 21x AMendenhall Dev 4 Edit the information gt click OK Copying Names to a New Personal Address Book 4 Click on the toolbar 2 Open the address book you want to copy 3 Click File gt Save as Book Hany Wong Frequent Contacts Novels gt Name Office Phone E Mail Address Bradley Gelsomino x11 Fatima Haughey x11 Fred Thompson x11 Joe DeSoto x11 Sean Sheahan x11 4 Type a name for your address book in the box gt click OK Using the Address Book 207 y Address Book Jol x File Edit View Address Help Novell GroupWise Address Book Alternate Team Toots Contacts Harry Wong Frequent_4 r Search List e Name Completion Position Not searched 45 EA Name Office Phone Department Fax Number E Mail Address Office Phone Department E Mail Address Art Ramirez Development ARamirez Develop Bradley Gelsomino 11005 Development BGelsomino Devela Fatima Haughey 11022 Development FHaughey Develop
137. alendar open a view with a Reminder Notes List for example the Week view Novell GroupWise Calendar File Edit View Actions Tools Accounts Window Help Mode Online y isplay lt calendar Custom Setting y eS Ep 3 Q Gr D w y o Day Week Month Year Multi User Sent Items D Cerda E Documents Task List Work In Progress EJ Cabinet Project 2003 i EJ Trash scenarios Test 10GG Lab ES al 2 Click a date gt double click an empty space in the Reminder Notes List Scheduling Group and Posted Items 93 3 Ifnecessary click the calendar icon to specify a start date or auto date for your reminder note 4 Type a subject and the reminder note 5 Click Post To access the information later open your Calendar and select the date the information appears on Double click the reminder note in the Reminder Notes List Scheduling a Reminder Note for Other Users 4 Click File gt New gt Reminder Note Reminder Note To Colleen Bolton O x File Edit View Actions Tools Accounts Window Help E i fB sj mh b u 0 R Fam Harry wong cy A To Colleen Bolton BC ae en Start date 4 27 01 Subject YX Message Cancel El Address a Folder Calendar 2 In the To box type a username gt press Enter Repeat for additional users If necessary type usernames in the CC and BC boxes or To select usernames from a li
138. alog box for more information 5 Click OK 6 Click Post You cannot retract an item posted to a newsgroup 246 User s Guide Adding a Signature to All Newsgroup Items You Send OO Na 6 Click Accounts gt Account Options Click the News tab gt Properties gt the Signature tab Click Signature or Electronic Business Card vCard If you selected Signature type the text you want as the signature in the Signature box This signature is different from the one you can create for regular GroupWise messages or for IMAP or POP3 accounts Click Automatically Add to add a signature to every item you post or Click Prompt Before Adding to give you the choice whether or not to add a signature to each item you post Click OK Changing the Display Name for Newsgroup Postings 1 2 Click Accounts gt Account Options Click the News tab gt General Options Internet Account General Settings F ax General Display name I Send Retrieve All Marked Accounts every fs minute s I Send Retrieve All Marked Accounts at startup I Hang up when Send Rettieve is done IV Lam of unsent messages at exit J Use ICAL when sending appointments via SMTP IV Maximum line length in NNTP postings 76 I Indent NNTP reply text using E Using Newsgroups 247 3 Type a display name 4 Click OK Updating the Local Newsgroup Folder 1 Click Accounts gt Account Options 2 Click the News tab gt General Options
139. an read incoming items in your Mailbox or Calendar Your Mailbox displays a list of all of the items you have received from other users However posted appointments posted reminder notes and posted tasks appear in your Calendar not in your Mailbox Phone and mail messages stay in your Mailbox until you delete them Appointments reminder notes and tasks stay in your Mailbox until you accept decline or delete them When you accept an appointment reminder note or task it is moved to your Calendar All Mailbox items are marked with an icon The icons change depending on whether or not the item has been opened See Icons Appearing Next to Items in Your Mailbox and Calendar on page 24 for more information 70 User s Guide In addition all unopened items in your Mailbox are bolded to help you easily identify which items and documents you have not yet read This is especially useful for collapsed discussion threads because it saves you the time of expanding each thread to check if there are newly posted items Reading Items in Your Mailbox 1 Double click the item you want to read If your Mailbox is not displayed click in your Folder List Reading HTML Items For information about reading items that were composed in HTML see Sending and Receiving Items in HTML on page 80 Reading Items in the QuickViewer Use Quick Viewer to scan the contents of your items Quick Viewer saves time because you don t need to open eac
140. anaging Groups of Documents on page 305 Deleting a Document Reference from Your Mailbox 296 User s Guide 4 Click the document reference in your Mailbox 2 Click Edit gt Delete Delete 21x C Delete selected version fro c E y Cancel Delete all versions of document from library 3 Click Remove Document from Folder gt OK Only the document reference is deleted The document in the library is not deleted and any users with references to the document can still view open edit or delete it depending on their rights You can re create the reference if you need it again Deleting a Specific Version of a Document 1 Click the document reference in your Mailbox 2 Click Actions gt Version List a Document 8 Yersion List Project 91J Notes ox File Edit View Actions Tools Accounts Window Help Display Version List Items y Q l S od l D eg a jia l Version2 04 28 01 01 59F Elx 3 Version3 04 28 01 01 59F Find results updated at 4 59PM on 4 28 01 Selected 1 Total 3 aE vy 3 Click the version you want to delete 4 Click Edit gt Delete Deleting All Versions of a Document 1 Click the document reference in your Mailbox 2 Click Edit gt Delete Delete 1 x Remove document from folder ox Delete selected version from library Delete all versions of document from library _ Cancel 3 Click Delete All Versions of Document from Library gt click OK Crea
141. ant to grant rights to gt click Add User 6 Click the user s name in the Share List gt click Version Level Security Version Level Security 2 x Designate the security options for the selected name s on a version level Official version V View D Edit Delete I Share Current version View T Edit I Delete Share Other versions M View J Edit Delete Share DK 5 7 Click the check box for each right you want the user to have for the version type gt click OK gt OK Users must have sharing rights to put the document reference in a shared folder Giving Users Rights to Modify the Sharing Settings for a Document 282 User s Guide You must be the creator or author of a document to grant rights to modify security settings 4 Click the document reference in your Mailbox 2 Click File gt Properties 3 Click the Sharing tab 4 Click Shared With 5 In the Name text box type the name of the person or group you want to grant Modify Security rights to gt click Add User 6 Click the user s name in the Share List gt Modify Security gt OK Preventing Other Users from Accessing Your Document 4 Click the document reference in your Mailbox 2 Click File gt Properties 3 Click the Sharing tab Document 10 2 x Document Version Sharing Activity Loa CO Shared with Name s Share list Security View Edit Del Shr Mod s gt Denied Rights for all v
142. appointments tasks and reminder notes for yourself and other users whether the event happens once or on a recurring basis You can also reserve a block of time with a posted appointment Scheduling Appointments on page 83 Sending Tasks on page 90 Sending Reminder Notes on page 93 Accepting or Declining Scheduled Items on page 95 Specifying a Time Zone for an Appointment on page 96 Scheduling Recurring Items on page 97 After an appointment task or note has been sent you can find out whether someone accepted a task or is coming to your meeting by checking for an accepted or declined status in the item s Properties Notify can send you a notification when recipients have accepted declined or completed items All scheduled items can be retracted or rescheduled even if the recipients have already opened and accepted them For more information about managing items once they have been sent or received see Chapter 1 Getting Started on page 19 Scheduling Appointments Use appointments to schedule blocks of time on a specific date or range of dates You can use Busy Search to check for a time when all the users and resources you want for an appointment are available Scheduling Group and Posted Items 83 Scheduling an Appointment for Other Users 84 User s Guide 4 Click EN on the toolbar 2 In the To CC and BC boxes type a username gt press Enter Repeat for addi
143. aring rights for specific versions click Version Level Security specify the rights for each version gt click OK Click Next 13 14 15 Click Preview to see a sample of the documents that will be modified based on the Find criteria you specified You can click Close at any time in the Find Results dialog box to cancel the preview Specify the directory where you want to save the log file You can click Generate A Log File Without Performing The Operation to see the outcome of the operation without actually modifying the documents Click Finish to modify the document sharing Changing Sharing Rights for Selected Documents 1 10 11 In your Mailbox or folders select the document references for the documents for which you want to change sharing rights Click Tools gt Mass Document Operations In the Operation group box click Change Sharing In the Selection Method group box click Use Currently Selected Documents gt Next To modify the existing Share Lists for each document in the group click Add New Users And Rights To Selected Documents or To create a new Share List that will replace the existing Share List for each document in the group click Replace Share Lists For Selected Documents In the Name text box type the name of the user for whom you want to modify sharing rights gt click Add User In the Share List click the name of the user for whom you want to modify sharing rights In the
144. at s a good time y Z l 4B TA BY Y 4 Er gel x l Fatima Haughey To Harry Wong Date 4 25 01 9 34AM What s a good time 2 If necessary size the QuickViewer by dragging a corner of the window or by dragging the horizontal dividing line up or down If you size and close the QuickViewer it will be the same size when you open it again Size it by dragging a corner of the window not by clicking the maximize button 3 In the Mailbox click each item that you want to read To view an attachment click the drop down list on the QuickViewer toolbar gt click the attachment You cannot open OLE attachments in the QuickViewer Right click the QuickViewer window to choose other options 4 To close the QuickViewer click EJ on the toolbar Marking an Item Unread If you open an item to read it and then decide you want to read the item later you can mark the item unread Marking the item unread changes the item to bold and changes the item s icon to unopened so you will know you still need to read the item 1 In the Main Window click the item in the Item List 2 Click Actions gt Read Later If you have opened an item and then marked it as unread the status of the item in Properties does not change The item status is still listed as Opened in the Properties window 72 User s Guide Changing the Font of Items You Receive This information applies to reading an item in an item view or in the Quick Viewer
145. at would normally affect these items this rule action will prevent the other rules from executing Result The rule is triggered when a new item is placed in your GroupWise Mailbox Clicking Received lets only incoming items trigger the rule Clicking Sent lets only items you send trigger the rule Clicking Posted triggers the rule each time you create a posted appointment reminder note or task Clicking Draft lets only items marked as unfinished or draft trigger the rule The rule is triggered when an item is placed in a specific folder If you do not specify a folder the rule is triggered when an item is moved to any folder The rule is triggered when you open a specific folder If you do not specify a folder the rule is triggered when you open any folder The rule is triggered when you close a specific folder If you do not specify a folder the rule is triggered when you close any folder The rule is triggered when you start GroupWise The rule is triggered when you exit GroupWise Managing Your Mailbox 141 Event Result User Activated The rule can only be triggered manually by selecting the rule in the Rules dialog box then clicking Run For example instead of a rule always moving certain items into a folder you may want the items to accumulate in your Mailbox until you re ready for them to be moved all at once To trigger a rule manually you must first select the items or folders the rule will affect in your Mai
146. ate The user can export his or her public certificate save it to a diskette and deliver it to you You then import the public certificate Receiving a Secure Item Secure items are marked in your Item List with the following icons Icon Description R Signed item MA Encrypted item Sl Signed and Encrypted item Security Service Providers Depending on the security software you have installed you can select different security service providers for the items you send For example your organization may require you to use one security service provider for work items because of a preferred encryption method while you may want a different security service provider for sending personal items The security options available depend on the security service provider you select Advanced Information GroupWise is compatible with the S MIME version 2 and 3 specification The security service providers that GroupWise supports have common encryption algorithms such as RC2 and RC4 When digitally signing an item GroupWise hashes the item into a message digest using the standard algorithm SHA 1 The message digest is distributed with the item being sent Digitally Signing or Encrypting an Item To be able to encrypt an item and have the recipient be able to decrypt it you must have received the recipient s public security certificate 1 Make sure you have a security certificate and that you have selected the security service provid
147. ault value for its parent field 5 Click OK Understanding Document Types When you create a document in Group Wise you must select a document type The document type determines the life of the document in days By default a document s life is 365 days however your system administrator can specify a document life as long as 2 1 billion days When a document expires the document type determines whether the document is archived deleted or retained Document expiration is based on inactivity For example if a document s life is 365 days the document won t be archived or deleted until 365 days have passed since the last time it was viewed or opened You can prolong the life of a document that is close to its expiration date by viewing or opening the document This resets the document s expiration date Creating Documents 266 User s Guide When you create a document in GroupWise you are adding a document to the library You can also add documents to the library by importing copying or checking in an existing document When you create a new document using File gt New gt Document Group Wise prompts you to select a template for the document You can use an application s template a GroupWise template or a file on disk as the foundation for your new document Templates Description Application Templates You can select an application to create a document based on the application s template file The Applications list box
148. b 3 Type a number in the Number of Documents to Display box The maximum number you can specify is 5000 If you don t want any document references placed in the Documents folder type 0 4 Click OK Importing Documents into a GroupWise Library You can import documents created outside of GroupWise into GroupWise Library Specifying Files to Import Importing Folders When you specify the documents you want to import you can select individual files or you can select one or more folders and import all the documents in those folders This makes it easy to import large numbers of documents without having to select each document individually When you import a folder GroupWise imports the documents in the folder however GroupWise does not import the folder itself or the folder structure The folders aren t imported because documents in Group Wise Library are not stored in a folder structure and so the folders have no meaning in the library When you import documents in a folder you can specify whether you want to import all some or none of the documents that are contained in the folder s sub folders In addition you can specify which types of files you want to import by specifying the file extensions in the File Name Filter box Choosing an Import Method By default GroupWise performs a Quick Import and copies the documents you specify into your default library If you want to have more control over how your documents are im
149. bout connection time error messages and so forth GroupWise uses three Connection Log files to log the connection information REMOTE1 LOG REMOTE2 LOG and REMOTE3 LOG GroupWise uses the next log file each time you run GroupWise in Remote mode Contact your system administrator for your gateway s phone number login ID and password 4 Click Accounts gt Send Retrieve gt GroupWise Options 2 Click Configure gt Connect To gt New 3 Make sure Modem is selected gt click OK Modem Connection 27x General l Advanced Connection name r Phone Number Country Code AreaCode Telephone Number United States of merica 1 y Gateway settings Gateway login 1D Password Cancel 4 Inthe Connection Name box type a description 5 Click the country code gt type the area code and phone number for the gateway to your GroupWise system 6 Type the gateway login ID 7 Click Password gt type the gateway password gt click OK gt retype the password gt click OK 8 Click the Advanced tab Modem Connection 27x General Advanced Modem settings Modem Standard Modem Modem script J Edit Script m Disconnect method Redial When all updates are received Attempts 5 C Do not wait for responses C Manually Retry interval fi min Using Remote Mode 231 10 11 12 13 14 If your modem requires a script click Edit Scr
150. box click the application for which you want to specify the wait interval 4 Click Advanced gt click the Non Integrated tab Microsoft Word Document Non Integrated Executable Message Display message for all non integrated applications that cannot be tracked by GroupWise Wait Setfor This application Default for all applications Wait time to detect application 1 seconds 5 Click This Application to apply the wait interval to the selected application or Click Default for All Applications to apply the wait interval to all non integrated applications Creating and Working with Documents 337 6 In the Wait Time to Detect Application text box type the number of seconds GroupWise should wait for the application to open 7 Click OK Returning Documents to the Library Most of the time you open a document make changes and save it in the library without any interruptions however once in a while the power goes out or the network goes down and Group Wise can t copy your document back to the library This also happens if you exit GroupWise while a document is open in an application or if you exit GroupWise before you close a non integrated application In these cases GroupWise stores the document including any changes in a temporary directory called the staging directory The document stays in the staging directory until you return it to the library however as long as the
151. box click the folders and or libraries you want to search in You may need to click the plus sign next to your user folder to expand the folder structure Managing Your Mailbox 159 Narrowing a Find 7 Click OK to begin the Find Use Advanced Find to make your search more specific For example you may want to search for messages from two or three users at once Select the Find Only Official Document Versions check box to locate only the official document version of a document containing multiple versions Your folders and library are marked for search by default with a check in the box To speed up your search unmark any folders you don t want to search The following list explains how to narrow your search using Find In the first text box of the Find dialog box type the uncommon words you ve noticed in the item If you search using common words the results of your search will likely be too large to be very helpful To increase the speed of your search deselect the folders and or libraries you know do not contain the item you are looking for For example if you know your document is not in Library C click the plus sign next to All Libraries in the Look In box then click Library C to deselect it If you are searching for more than one word or want to search for words in a particular field of an item like the Subject field click Advanced Find to set up your search properly The words you type can be combined
152. box to view the properties of each of your address books including the system address book There are three property tabs in the Address Book not all of which are visible from every address book The General tab is visible from all address books Use the General tab to view the name of the address book the MAPI service provider if known a summary of what the address book contains and so forth You can also use it to add a description of the address book The Options tab is visible only from the Frequent Contacts address book Use the Options tab to specify what gets saved in Frequent Contacts and how this address book should be cleaned up See Using Frequent Contacts on page 202 The Sharing tab is visible for personal address books for which you are the owner including your Frequent Contacts book Use the Sharing tab to choose whether or not to share an address book who to share it with and which Access rights each person should have You can also share your personal groups or distribution lists by placing them in an address book you share with others Viewing an Address Book s Properties 4 Click the tab of the address book you want to view the properties of If the tab is not visible the book is not open Click File gt Open to open it 2 Click File gt Properties Using the Address Book 209 Tools Contacts Properties 21 x General Sharing LS Tools Contacts Type Novell Personal Address Book Access A
153. ch you have rights The following table shows which rights you must have to perform each operation Document Operation Move Copy Delete Share Assign documents to a new author Modify document properties Required Rights Requires View and Delete rights to the document or you must be a librarian for the library In addition you must have Add rights to the destination library Requires View rights to the document or you must be a librarian for the library In addition you must have Add rights to the destination library Requires Delete rights to the document or you must be a librarian for the library In addition you must have Delete rights to the library Requires Modify Security rights to the document or you must be a librarian for the library In addition you must have Change rights to the library Requires Edit and Modify Security rights to the document or you must be a librarian for the library You must have Edit rights or be a librarian for the library In addition you must have Change rights to the library Selecting Documents for the Mass Operation Before you begin the mass operation you must specify which documents you want to include There are four methods you can use to select documents You can select the documents from a Find Advanced Find dialog box in the Mass Document Operations wizard 306 User s Guide You can select the documents from a Find by Example dialog box in the
154. clining Resource Requests You can accept or decline resource requests only if you are the resource owner and have been granted Read and Write rights 4 In the Main Window or Calendar click a 2 Click the resource you own If the resource you own isn t listed in the Proxy pop up list click Proxy gt type the name of the resource you own in the Name box gt click OK 3 Double click the item you need to accept or decline 4 Click Actions gt Accept or Decline gt OK Specifying a Time Zone for an Appointment 96 User s Guide The Time Zone feature lets you schedule a meeting for recipients in different time zones who will be meeting in a single location Normally GroupWise automatically adjusts meeting times based on the recipients time zones For example a meeting scheduled by a user in Utah for 10 00 would be displayed as 9 00 for a recipient in California and as 12 00 for a user in New York because these users are in different time zones Because Group Wise adjusts the time all the users scheduled for a conference call would call in at the same moment even though their local time may differ Use the Time Zone feature if you don t want Group Wise to adjust to the recipients local time zone For example if you are in the Saskatchewan time zone and include users from the Mountain Time US amp Canada time zone in your appointment you would use the Time Zone feature if these users are flying to Saskatchewan for the ap
155. cons that appear in your calendar give you additional information about items See Icons Appearing Next to Items in Your Mailbox and Calendar on page 24 for more information Reading an Item in Your Calendar 1 2 Click HH in the Folder List or Click Window gt Calendar Double click the item you want to read In all views except the Year view you can rest your mouse pointer on most items and see information such as Subject Time Place and To Saving an Item in Your Calendar 110 User s Guide 1 In your Mailbox or Calendar click the item you want to save gt click File gt Save As Ctrl click the item and attachments you want to save Select to save the item to disk or to a GroupWise Library Type a filename for the item in the Save File As box or Type a subject name in the Subject box To save the item in a different directory than is shown in the Current Directory text box click Browse gt select the new directory or To save the item in a different GroupWise Library click the drop down list gt select a library name If you are saving to disk select Report Filename Conflicts to be prompted before replacing a file with the same name If you are saving to a Group Wise Library make sure Set Properties Using Default Values is selected unless you want to specify document properties at this time Click Save gt Close Saved items remain in your Calendar as well as being copied to the locat
156. count into GroupWise When you import a folder all messages and subdirectories in that folder will also be imported 6 Click Next 7 Type aname for the new GroupWise folder that will contain the imported messages and folders gt use the Up Down Right and Left buttons to position the folder in the GroupWise Cabinet gt click Next 8 Type a name for the new GroupWise address book that will contain the imported addresses The name you type will display on a new tab in the GroupWise Address Book 9 Click Next 10 Click the accounts that you want to import into Group Wise gt click Next 11 Accept the default name for the new account gt click Next or Select the account folder in the list box gt click Change Folder gt type a new name gt click OK gt click Next 12 Review the summary information to ensure that it is correct gt click Next or Click Back to change your import options 13 Ensure that the e mail account was successfully imported gt click Done Storing Your POP3 Items on a Mail Server 4 Click Accounts gt Account Options 2 Click the POP3 account name 3 Click Properties 4 Click the Advanced tab 60 User s Guide MailandNews Properties aixi General Server Connection Folder Advanced Signature i E day s r deleting from Trash I Use SSL Certificate 1 a Minutes to wait for server to respond I Detailed error messages 5 Click Leave A Copy Of Messages On The Ser
157. cted 1 Total 28 3 Type the path for your Caching Mailbox gt click OK 4 Make sure you have a password on your Online Mailbox GroupWise automatically updates the Caching Mailbox with an image of the Online Mailbox The initial update or priming should not be interrupted until complete You will be prompted to restart GroupWise to change to the Caching Mode After the Caching Mailbox is primed you may want to run GroupWise in Caching Mode without changing modes from Online to Caching To run in Caching mode 5 Right click the Windows desktop gt New gt Shortcut 6 In the Command Line box type C NOVELL GROUPWISE GRPWISE EXE pc lt PATH TO CACHING DIRECTORY gt 7 Click Next 8 Type a name for the shortcut such as Caching 9 Click Finish You can also open your Mailbox in any mode and select Caching from the Mode drop down list Using Caching Mode 239 Synchronizing Your Caching Mailbox with Your Online Mailbox 240 User s Guide Use the following steps to update or synchronize your Caching Mailbox with your Online Mailbox 1 To synchronize items click Accounts gt Send Retrieve gt Novell Group Wise 2 To synchronize rules click Tools gt Rules gt Refresh 3 To retrieve addresses from an address book click Tools gt Address Book Select the System Address Book gt click View gt Retrieve System Address Book To retrieve your personal address books click Personal Address Books to select it
158. ctivity Log Not shared M Shared with Name Add User E Remove User Share list Name Security lt Creator Access gt View Edit Del Shr Mod lt General User Access gt Denied Jeanie Yacoub View Wersions fond ean Den oO Fights to l Vier Share ME Modify security Status Available Cancel Creating and Working with Documents 285 3 Click Shared With 4 Type the name of the GroupWise WebPublisher user in the Name box gt click Add User View rights for the official version are automatically granted to this user 5 Click OK If you want users to see a version other than the official version you must specify the document and version number in the URL of the document Locate the document and copy the complete URL Modify the part of the URL that specifies Library ID Document Number Version Send the modified URL to other users or use it to create links to your documents on a separate Web page you have created Each document published with WebPublisher must be indexed before it can be seen on the publishing site If you use Find to search for your document in Group Wise and the document is found in its library the document has been indexed Unpublishing a Document from the Web Make sure you are the author of the document or that the creator of the document has given you rights to modify the document Make sure you know the GroupWise WebPublisher user
159. cuments using the Mass Document Operations wizard To delete a group of documents you must have Delete rights to the documents or you must be a librarian for the library In addition you must have Delete rights to the library from which you want to remove the documents When you delete a group of documents all versions of the documents are deleted however the activity logs for the deleted documents are not removed Document references that point to deleted documents are not deleted If you click a document reference to a deleted document a message appears telling you that the document has been deleted Deleting a Group of Documents Selected with Find by Example 1 Click Tools gt Mass Document Operations 2 In the Operation group box click Delete Creating and Working with Documents 327 Mass Document Operations 3 Inthe Selection Method group box click Use Find By Example To Select Documents gt Next Find by Example Pom H a o la 4 In the Library drop down list click the library you want to search 328 User s Guide In each field specify the information you want to look for Click Next Click Preview to see a sample of the documents that will be deleted based on the Find criteria you specified You can click Close at any time in the Find Results dialog box to cancel the preview Specify the directory where you want to save the log file You can clic
160. d click Tools gt Options gt double click Send 2 Click Reply Requested Send Options Send Options Mail Appointment Task Reminder Note Security Classification T_ Expiration date Normal After 0 El days r Priority T Delay delivery C High Hi For fP days Standard I O Low Until CF Reply requested i 59PM When convenient C witin 0 J days I Notify recipients T Convert attachments m MIME Encoding iso Default y 3 Specify when you want to receive the reply 4 Click OK The recipient sees next to the message If you select When Convenient Reply Requested When convenient appears at the top of the message If you select Within x Days Reply Requested By xx xx xx appears at the top of the message 346 User s Guide Specifying Where Archived Items Are Stored 4 Click Tools gt Options 2 Double click Environment gt click the File Location tab General Views File Location Cleanup Signature Archive directory jc Amailarcw al Custom views e temp 3 Save check out II fkG Caching mailbox directory fe novell groupwise remote a 3 Specify the location of your archive directory in the Archive Directory text box 4 Click OK Changing the Priority of Items You Send 1 To change the priority of one item click File gt Properties while you are creating the item or To change the
161. document echoing 5 If prompted type your Online Mailbox password gt follow the prompts in the Hit the Road wizard to set up a Remote Mailbox Only a basic Remote Mailbox is created If you want to download specific folders and items to your Remote Mailbox you can run Hit the Road later 6 If you are running GroupWise with a workstation install you are prompted to install a local copy If you click Yes GroupWise exits and setup starts Follow the prompts for a standard installation Documents are echoed whenever you close or check in a document in your Online Mailbox The document reference for the document is added to your Documents folder in your Remote Caching Mailbox and the document is copied to your Remote Library which is used for both Remote and Caching mode Deleting Documents from Your Remote Library Deleting files from your Remote Library will not remove them from the Master Library It will also not remove the document references for the deleted documents The files are removed only from your Remote and or Caching Mailbox freeing disk space for you 1 In Remote or Caching mode click Tools gt Manage Library Size 2 Click the documents you want to delete gt click Delete 3 When you re done click Close If you delete an In Use document the status of the document in the Master Library is reset to Available the next time you connect to your Online Mailbox Integrating GroupWise with Your Applications 332
162. dress book you can enable the filter again later by displaying the address book in which you want to enable the filter and clicking View gt Custom Filter Clicking OK enables it it will remain in effect until you turn it off or delete it Defining Name Completion Search Order 1 2 In the Address Book click File gt Name Completion Search Order In the Available Books box click or Ctrl click the books you want Name Completion to search gt click Add To change the search order of an address book select the address book in the Selected Books list gt click Down or Up To disable Name Completion deselect the Disable Name Completion check box Click OK Using the Address Book 185 Using LDAP in the Address Book Directory services such as Bigfoot and Switchboard assist you in searching for people around the world Each search can check potentially millions of names Because each directory service uses a different search method you can choose to search with a different directory service if you do not get the search results you want The Address Book supports LDAP Lightweight Directory Services Protocol for accessing directory services and is already set up to access a number of well known directory services You can add additional directory services from your Internet service provider You can connect to an LDAP server through Secure Sockets Layer SSL to assure increased security for the LDAP address books you acce
163. e Check Out to lock a file every time you edit it When you open a document GroupWise marks the document as In Use and it can t be edited by other users until you close it When a document is checked out it is locked in the library and other users can t modify it however they can view it if they have View rights GroupWise copies the document to the check out location you specify The document remains locked in the library until you check it back in You can select one or more documents to check out in the Main Window and you can specify a different filename for each document you check out You can specify a default check out location in the File Location tab in Environment options Checking Out a Document 1 In your Mailbox click the document reference for the document you want to check out 2 Click Actions gt Check Out 288 User s Guide Check Out 27x Check out method Check Out Check out and copy document Io o Remove Selected documents Ver 3 Current Project 91 Notes Checked out filename 8 C ttm Checked out location CAWINDOWS TEMP E IV Report filename conflicts 3 In the Checked Out Filename text box type a filename for the document By default GroupWise inserts the document number as the check out filename If you don t specify a different filename make a note of the numbered filename so you can locate your checked out document 4 In the Checked Out Location text box
164. e GrpWise exe u C Novell GroupWise Normal window Separate multiple startup switches with a space like this J GRPWISE EXE ph pathname u In this example ph is the startup switch to specify the path to the post office The pathname is the path to the post office The u switch is used to display a login dialog box a user can supply with login information whenever he or she opens GroupWise This switch is useful when two or more users share a workstation but have separate Group Wise Mailboxes 4 Restart GroupWise 360 User s Guide GroupWise 6 User s Guide Updates This section lists updates to the User 5 Guide that have been made since the initial release of GroupWise 6 The information will help you to keep current on documentation updates and in some cases software updates such as a Support Pack release The information is grouped according to the date when the User 5 Guide was republished Within each dated section the updates are listed by the names of the main table of contents sections The User 5 Guide has been updated on the following dates July 26 2002 SP2 on page 361 December 4 2002 on page 362 July 26 2002 SP2 The following sections list the updates that were made to the GroupWise 6 User 5 Guide for Support Pack 2 Using Caching Mode on page 362 Customizing GroupWise on page 362 GroupWise 6 User s Guide Updates 36
165. e Main Window click Help gt Help Topics and use the Contents tab Index tab or Search tab to locate the help topics you want In order to use Help with the GroupWise client you must have Internet Explorer 4 x or higher installed GroupWise 6 Documentation Web Page For this user guide and extensive GroupWise administration documentation go to the GroupWise 6 area on the Novell Documentation http www novell com documentation lg gw6 docui index html Web site Getting Started 33 Cool Solutions Web Community 34 User s Guide At GroupWise Cool Solutions you ll find tips tricks feature articles and answers to frequent questions In the Main Window click Help gt Cool Solutions Web Community or go to http www novell com coolsolutions gwmag http www novell com coolsolutions gwmag Logging in to GroupWise This section tells you about the different Group Wise login options Logging in to GroupWise When you start Group Wise you may be prompted to type information such as your password TCP IP address of your post office agent and so forth This Startup dialog box changes depending on the information GroupWise needs to be able to open your Mailbox and the GroupWise mode that you log in to You can use a startup option to force the Startup dialog box to be displayed when you start Group Wise Logging in to Your Mailbox 1 Start GroupWise If you have not specified a password for your Mailbox and GroupWi
166. e charges by using a TCP IP connection In addition you don t need to exit an Internet connection and hang up the phone to connect to your GroupWise system via a modem connection You can use the same Internet connection to connect to your GroupWise system Network Connections Connection Status When you re at the office you can run GroupWise in Remote mode with a network connection A network connection is useful for quickly retrieving large amounts of information such as your system address book When you use Hit the Road to update your Remote Mailbox before leaving the office or when you send and retrieve items remotely the Connection Status window displays This window lets you monitor the information transfer between your GroupWise system and your Remote Mailbox To display detailed connection information use Show Log To display the number of requests the Group Wise system needs to process use Requests To stop the information transfer anytime use Disconnect Using Remote Mode 229 Connection Log Creating a Modem Connection 230 User s Guide In addition to the Connection Status window the icon in the Windows taskbar lets you know the status of your connection Icon Means g S R You are connected You are disconnected You are sending items You are receiving items Use the Connection Log to display connection information and to troubleshoot connection problems This log includes information a
167. e document click Find to locate the document in the library To attach a document displayed in the Find Results dialog box click the document gt click OK 6 In the Version drop down list click which version you want to attach If you select Specific Version type the version number in the Version box 7 Click OK gt Send Embedding an OLE Object in an Item In order for a recipient of an item to view or edit embedded OLE objects the recipient must be using GroupWise for Windows For example a GroupWise for Macintosh recipient cannot view embedded OLE objects 1 Open a new item 2 Fill in the To Subject and Message boxes 64 User s Guide 3 Click File gt Attachments gt Attach Object Insert Object 27 xi Obiect pe Create New Microsoft PowerPoint Slide Microsoft Word Document f Create from File Microsoft Word Picture a MIDI Sequence MS Organization Chart 2 0 Package Paintbrush Picture Result Inserts a new Paintbrush Picture object into your p 3 document 4 To embed an existing object click Create from File gt type the path and filename gt OK Skip to Step 9 or To create a new object and embed it follow Steps 5 9 5 Click Create New gt select a type of object 6 Click OK to open the application 7 Create the object you want to embed 8 Click the application s File menu gt click Exit This step may differ depending on the application 9 Complete the item 1f necessary gt
168. e integrations you must run Setup again to install the integrations After you ve run Setup you can turn integrations on or off for each application in the Integrations tab in Documents Setup Once you ve enabled integrations you can turn them on or off at any time Turning Off Integrations You can turn off integrations for one application or for all your applications When you turn off integrations your applications work like non integrated applications and GroupWise can t monitor when you open and save documents As a result your documents are returned to the library when you close the application not when you close the document Turning Off Integrations for All Your Applications 41 Click Tools gt Options gt double click Documents 2 Click the Integrations tab Creating and Working with Documents 333 Documents Setup Adobe FrameMaker Document Bitmap Image Microsoft HTML Document 5 0 Microsoft HTML Document 5 0 Microsoft Word Document WP Draw 3 0 Drawing 9 Enabled le Disabled 3 Deselect the Enable Integrations check box gt OK Turning Off Integrations for One Application 1 Click Tools gt Options gt double click Documents 2 Click the Integrations tab 3 Make sure the Enable Integrations check box is selected 4 In the Registered Applications box click the application for which you want to turn off integrations 5 Click Disabled gt OK When an application integration is disabl
169. e or Caching mode Enabling Document Echoing If you want to echo documents to a Caching Mailbox it must be set up before you enable document echoing If you want to use a Remote Mailbox the document echoing process will help you create a basic Remote Mailbox if you don t have one already 4 Click Tools gt Options gt double click Documents 2 Click the General tab Documents Setup Ea Library Configuration Integrations General m Document echoing Document echoing copies the documents you edit to pour GroupWise Remote Caching Mailbox This makes it possible for you to open and edit these documents when your GroupWise post office is unavailable A Do not echo documents Eitecotensesnesecans sesnvevntsa sseeenitanceorsectasonee Echo documents to Remote Mailbox Path to Mailbox lt No remote mailbox exists gt 3 Click Echo Documents to Remote Mailbox or Click Echo Documents to Caching Mailbox This option is not available if you do not have a Caching Mailbox If the path to your Remote Mailbox and Caching Mailbox is the same it does not matter which option you chose Echoed documents will be available in both Remote and Caching mode If you run Remote mode and Caching mode from separate mailboxes you can echo documents to only one of these mailboxes Creating and Working with Documents 331 4 Click OK If you do not have a Remote Mailbox GroupWise will help you create one for
170. e shared folder don t automatically have rights to edit the document Before they can edit the document you must give them Edit rights on the Document Sharing tab In Remote and Caching modes changes in shared folders are updated whenever you connect to the master GroupWise system Sharing an Existing Folder with Other GroupWise Users 1 In the Main Window right click the folder you want to share gt click Sharing Managing Your Mailbox 127 128 User s Guide Project 2003 Properties El x General Display Sharing C Not shared Shared with Name Adasen El Remove User Share list Access Alecia Mendenh Accepted Read Add Ana Dharmapalan Accepted Read Add Harry Wong Accepted Read Add Edd Edit fo Delete or access for Alecia Mendentall 2 Click Shared With 3 Inthe Name box start typing the name of a user or click the Address Book button to select the user from the Address Book 4 When the user s name appears in the box click Add User to move the user into the Share List 5 Click the user s name in the Share List 6 Select the access options you want for the user 7 Repeat Steps 3 6 for each user you want to share the folder with 8 Click OK If you want the folder to have a specific function you can create a new display setting For example if the folder is for shared discussions you should create a setting that views items by reply thread and cont
171. e the document was checked out 294 User s Guide Checking in a Document and Deleting It from the Check Out Location 1 2 Click the document reference in your Mailbox for the document you want to check in Click Actions gt Check In Click the Check In Method drop down list gt click Check In and Move Document Click the Check In As drop down list gt click a version In the Checked Out Location and Filename text box specify the path and filename of the document you are checking in Click Check In Checking In a Document and Making It a New Version 1 a fh ON 7 8 In your Mailbox click the document reference you want to check in and make a new version Click Actions gt Check In Click the Check In Method drop down list gt click a check in method Click the Check In As drop down list gt click New Version In the Checked Out Location and Filename text box specify the path and filename of the file you are checking in Click Check In Type a description for the new version of the document Click OK Deleting Documents When you delete a document from one of your folders you can specify whether you want to remove the document reference from the folder the selected version of the document or all versions of the document To delete the selected version or all versions ofa document you must have Delete rights for the document See Sharing Documents on page 278 for more information about d
172. earing in the Message box of an item Other items such as forms custom messages and C3PO programs Field Criteria Entry Specify the document creator s name Specify an integer Specify a document type Depending on the operator you can specify a time period that the task or appointment falls within or specify an exact date Specify a filename extension for example EXE Specify the From box name Select the item source from the drop down list Select the item status from the drop down list Select the item type from the drop down list Select the library from the drop down list Type part or all of the Message box text Managing Your Mailbox 175 176 User s Guide Field Name Number Accepted Number Completed Number Deleted Number Opened Number Replied Opened By Place Priority Send Options Size This Field Refers to The number of recipients that have accepted an item you ve sent The number of recipients that have completed an item you ve sent The number of recipients that have deleted an item you ve sent The number of recipients that have opened an item you ve sent The number of recipients that have replied to an item you ve sent The name of the person who last opened this version of a document Text appearing in the Place box of an appointment The priority of an item either high standard or low Items with a reply req
173. ed Manufacturing Library Default 3 Type the name of the file you want to use as a template for the new document You can also click the Browse button to find the file 4 Click OK 5 Type a subject To specify additional information about the document such as author name or document type click Properties after you type the subject 6 Click OK Making Any Document a Template All documents with the document type Template appear in the Templates list in the New Documents dialog box 4 Click the document reference in your Mailbox 2 Click File gt Properties 3 Inthe Document Type box type template gt click OK Creating and Working with Documents 269 Creating a Reference to a Document If a document already exists in the library you can create a reference for it in your Mailbox 4 Click File gt New gt Document Reference Select Document 2 x Folders Available Documents From Subject Harry Wong Project 91J Notes Sent Items 8 Harry Wong Compilation of tool check T Calendar Harry Wong E Documents lx Harry Wong Project SIJ Notes 4 Task List ls Hary Wong Project 91J Notes Work In Progress ff Cabinet Trash Library Document Version Manufacturing Library Default y fro Current y Cancel Eind 2 Inthe Library drop down list click the library that contains the document you want to access 3 In the Document box type the document number If you
174. ed according to what you have specified in the Send Retrieve dialog box You can switch between connection types network modem and TCP IP if there are no pending requests on the connection you are switching from For example if you re sending and retrieving items with a network connection and disconnect before the transmission is complete you should not switch to a modem connection later to process the requests Complete the original request with the original connection Viewing Pending Requests Whenever you perform an action that requires information to be sent from your Remote Mailbox to your Online Mailbox GroupWise creates a request that is placed in the Pending Requests list When you connect to your Group Wise system all the requests are sent to your Online Mailbox Use Pending Requests to check for outstanding requests 1 Click Accounts gt Pending Requests Pending Requests to Online Mailbox Requests Request Status E Date Requested 4 28 01 5 35PM Delete Retrieve Library Waiting to be Sent New Document Reference Waiting to be Sent 4 28 01 5 36PM Create document reference Waiting to be Sent 4 28 01 5 36PM Update Item Waiting to be Sent 4 28 01 5 39PM Update Item Waiting to be Sent 4 28 01 5 39PM Update Item Waiting to be Sent 4 28 01 5 39PM Update Item Waiting to be Sent 4 28 01 5 39PM Last connection 3 13 01 4 41PM To prevent a request from being processed click the request gt De
175. ed no text displays to the right of the application name in the Registered Applications list box 334 User s Guide Turning On Integrations Application integration is enabled during GroupWise Setup After Setup is finished you can turn integration on for one application or for all your eligible applications Before you turn on integration verify that the application is ODMA enabled or is supported by a point to point integration macro The list of applications on the Integrations tab shows all the applications that are registered on your machine It is not a list of ODMA enabled applications it is a list of registered applications If you select an application that is not ODMA enabled and try to turn on integration GroupWise displays a message warning you that the application is not ODMA enabled If you proceed and register the non ODMA application the integration will not work for that application If the application for which you are turning on integrations has two executable files for example WordPerfect you must specify the name of the main executable file such as WPWIN EXE for WordPerfect on the Executable tab in Advanced Integrations GroupWise launches the executable you specify and that executable launches the application Turning On Integrations for All Your Applications 1 Click Tools gt Options gt double click Documents 2 Click the Integrations tab 3 Select the Enable Integrations check box gt OK This turn
176. ed Items 105 106 User s Guide This means that scheduled days must be a Tuesday or must be a Thursday and must be in July or must be in August However suppose you were to substitute the high priority And a space with a low priority And as in the following formula tue thu and jul aug The above formula indicates that scheduled days must be a Tuesday or must be a Thursday and must be in July or must be in August In the first formula the And operator is evaluated before the Or operators In the second formula the And operator is evaluated after the Or operators Using Your Calendar You can view your schedule in a variety of views or formats including day week month year task list project planner and multi user For example the month view lets you view a month schedule while the Multi User view lets you view compare and even manage the schedules of multiple users or resources to whose Calendars you have proxy rights You can use Graphic Display to show appointment duration in blocks to visualize time use in your schedule or you can use Text Display to better comprehend the sequence of your appointments Time intervals in the Appointments List can be adjusted from ten minutes to two hours depending on how detailed a list you want to see You can also define your work schedule to display only your office hours on your Calendar And by using Show Appointment As you can display levels of availability for appointments in Busy
177. edtt hd Order Ascending Descending 3 Click the category you want to sort by in the list box 4 Click Ascending to sort from A to Z or Click Descending to sort from Z to A 5 Click OK You can also sort the Item List by clicking a column heading To reverse the sort order click the column heading a second time Managing Your Mailbox 179 180 User s Guide Using the Address Book Use the Address Book like a phone book and information center for your addressing needs The Address Book can store names and addresses e mail addresses phone numbers and more You can also dial the phone from an address book if your computer is connected to a modem or to a call center that supports computer telephony 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 display one address book at a time You can also use Lightweight Directory Access Protocol LDAP providers to access address books on the Internet Quick Info on page 182 Searching for Users and Resources on page 183 Using LDAP in the Address Book on page 186 Using Groups to Address Items on page 189 Copying Addresses and Address Books on page 191 Displaying Different Information in the Address Book on page 195 Printing Labels and Lists from the Address Book
178. edule an appointment if you scheduled the original appointment or if you have the necessary Proxy rights to the scheduler s Mailbox 4 Click the Sent Items folder in the Folder List 2 Click the appointment to reschedule 3 Click Actions gt Resend 4 If the original appointment was an auto date appointment click This Instance or All Instances 5 Make your changes gt click Send 6 Click Yes to retract the original item To reschedule an appointment for a new time on the same day open your Calendar and drag the appointment to the new time Scheduling Group and Posted Items 85 Canceling an Appointment You can cancel an appointment if you scheduled it or if you have the necessary Proxy rights to the scheduler s Mailbox 4 Click the Sent Items folder in the Folder List 2 Click the appointment you want to cancel 3 Click Edit gt Delete 4 If the original appointment was an auto date appointment click This Instance or All Instances 5 Click All Mailboxes gt OK Scheduling an Appointment for Yourself 86 User s Guide If you are working toward a deadline are on vacation or are otherwise not available for meetings schedule a posted appointment for those times When another user includes you in an appointment and does a Busy Search the user can see you are not available at those times Posted appointments are placed in your Calendar on the date you specify They are not placed in your Mailbox or in any other us
179. ee 141 Creating a RUIS lt a A AOD Rae th Eee ORs SR A ee ee da 142 Copying a Rule to Make a New Rule 1 2 ee 143 Editing a Rule 0 s e yes a Ae ee tara Ee a Ee he A A 143 Deleting ale chee wo ae ee Ge a tse e a EOE aie te ees 143 Limiting Items Affected bya Rule 2 2 e 144 Running a Rule Manually aaau aaa 144 Enabling or Disabling a Rule eei sote e E ei a n o e O ee 145 Giving Other People Access to Your Mailbox a aao a 145 Receiving Proxy Rights e 145 Granting Proxy Rights aaa a 146 Adding and Removing Proxy Names and Rights in Your Access List 147 Managing Someone Else s Mailbox or Calendar oaaao a 148 Adding and Removing Users in Your Proxy List 2 2 0 eee a 148 Marking an ltem Private 2 eo 149 User s Guide Saving Items in Your Mailbox aoaaa a 149 Saving an Item to Disk or to a GroupWise Library 0 149 Saving Status Information e o 151 Saving an Unfinished Item 2 0 e e 151 Owning RESOUrCES oh catar a a AE e A a e 151 Accepting and Declining Resource Requests 0 000000 pe 152 Receiving Notification When a User Requests a Resource 0 152 Creating a Rule for a Resource o 152 Opening and Emptying the Trash 2 0 e e e 153 Opening Your Trash y doi rt e E e a EA ee a Ba eG 153 Undeleting an Item
180. eeting click Request Meeting to transfer the information to a new appointment view then complete the appointment You can change the search range for one appointment by scheduling the appointment with Tools gt Busy Search and changing the number in the Number of Days to Search box Changing Busy Search Options You can change the search range time and days default for all appointments on the Busy Search tab in Date Time Options 1 Click Tools gt Options gt double click Date amp Time gt click the Busy Search tab 2 Change the options you want 3 Click OK Formatting Your Appointments in ICAL 4 Click Accounts gt Account Options 2 Click General Options 3 Select Use ICAL When Sending Appointments Via SMTP 4 Click OK If the recipients of your appointment use messaging calendaring software that supports ICAL they will receive an appointment item If their messaging calendaring software does not support ICAL they will receive a mail item with the appointment information added to the message text Scheduling Group and Posted Items 89 Sending Tasks A task is an item to be completed by a specified date and time When you assign a task to a user the user can accept or decline the task but until it is declined or completed the task appears on the user s Tasks List and on the user s Calendar each day Once it is accepted a task appears on the Calendar on its start date When the due date is past the task displa
181. el lt 10 If you want GroupWise to create document references for each document click Display Documents in Folder gt click the folder where you want to store them or If you do not want to create document references click Import without Displaying Documents in a Folder 11 Click Next Creating and Working with Documents 277 Set Document Property Options x C N ove l l Set properties using default values Modify Default Values IV Use current filename as the document subject lt Back Cancel 12 To specify properties for each document you are importing click Prompt for Properties of Each Document Individually or To have GroupWise specify properties based on the default property values specified in Document options click Set Properties Using Default Values 13 Ifyou want to specify different default values for this import session only click Modify Default Values gt specify the values gt click OK 14 Click Next 15 Click Finish to begin the import Sharing Documents 278 User s Guide When you create or import a document in GroupWise you can specify whether you want to share the document with other users If you share a document you can specify which users or groups you want to share the document with and what rights each user will have In addition you can specify which sharing rights if any you want Group Wise to automatically apply to all the documen
182. elds Document Type Author and Document Subject is copied with the document to the new library Saving Documents Group Wise Library provides a secure location for you to save your documents If you need to share a document with users who do not have access to GroupWise you can save a copy of the document outside of the library Saving Items as Documents You can save any of the items in your Mailbox as a document in the library Items are saved in WordPerfect format but with a DOC extension so that they can also be opened in Word For more information see Saving an Item to Disk or to a GroupWise Library on page 149 Saving Changes to a Document s Contents To save changes you have made to the contents of a document use the Save feature in the corresponding application The Save feature in your application functions differently depending on whether you are using an integrated or a non integrated application Saving Documents in Non Integrated Applications If you are using non integrated applications all Windows 3 1 applications and many Windows 95 applications you can t save the document as a new version from the application To create a new version of the a document you must create the new version in GroupWise before you open the document in the application To make sure your changes are saved in the library don t rename the document when you save it from within the application Creating and Working with Documents 2
183. enda cial RIGpemes 234 User s Guide 2 To select your remote location click the Connect From drop down list gt the remote location 3 To change the dialing properties of your modem click Connect From gt specify changes in the Dialing Properties dialog box gt click OK For help on specifying Dialing Properties see your Windows documentation Using Remote Mode 235 236 User s Guide Using Caching Mode Caching mode stores a copy of your Online mailbox including messages and other information on your local drive You can use GroupWise whether or not your network or Post Office Agent is available Because you are not connected to the network all the time this mode cuts down on network traffic and has the best performance A connection is made automatically to retrieve and send new messages All updates are performed in the background so Group Wise is not interrupted This mode requires that you have enough disk space on your local drive to store your mailbox When you run Caching mode and Remote mode on the same computer the same local mailbox also called the Caching mailbox or Remote mailbox can be used to minimize disk space usage For information about Remote mode see Chapter 8 Using Remote Mode on page 213 Novell GroupWise Caching Mailbox A File Edit View Actions Tools Accounts Window Help Mode Caching y Display lt Maitbox Custom z Saa m Bl m e ull
184. ent on page 286 Checking Out Documents on page 288 Checking In Documents on page 292 Deleting Documents on page 295 Copying Documents on page 298 Saving Documents on page 299 Opening Documents on page 301 Storing Multiple Versions of a Document on page 303 Managing Groups of Documents on page 305 Viewing Documents When Your Network or GroupWise Is Unavailable on page 330 Integrating GroupWise with Your Applications on page 332 Returning Documents to the Library on page 338 Replacing a Document with a File from Backup on page 340 Storing Documents in Libraries 262 User s Guide If your system administrator has set up libraries and enabled document management all of your documents are stored in a library in GroupWise GroupWise assigns a unique number to each document This number identifies the document and makes it easy to find You can look up a document in GroupWise Library by its document number much like you can look up a book in a library by its catalog number In each library the documents are compressed and encrypted This saves disk space and maintains the security of documents because it makes it impossible to view the contents of documents outside of GroupWise Before you can access any of the documents in a library you must first have rights to the library Your system administrator determines which people have access to each library
185. er s Mailbox 4 On the toolbar click the arrow on the right of gt click Posted Appointment Posted Appointment 01x File Edit View Actions Tools Accounts Window Help E fl Se Y s ER A b u z Ual sa e Subject Place Post Start date 5 23 01 fio 3oam o Duration fi Hour o x Message Cancel pO Attach al Folder Calendar En or In your Calendar open a view with an Appointments List gt click a date gt double click a time in the Appointments List 2 Type a subject and a place optional 6 7 Specify the start date and start time if you haven t already done so If necessary click the calendar icon to specify a date or auto date for your appointment Specify a duration Duration can be in minutes hours or days Type a message optional Specify a Show Appointment As type by clicking Actions gt Show Appointment As gt a type optional Click OK For both group and posted appointments being scheduled for a certain period does not prevent you from being scheduled for another appointment at the same time it simply creates a scheduling conflict Users who do a busy search will want to avoid double booking you but they can if they choose to Checking When Everyone Is Available Use Busy Search to find a time when all the people and resources you want to schedule for a meeting are available 1 2 3 4 In an appointment you are creating specify usernames and
186. er access to several documents You can use the Change Properties in the Mass Document Operations wizard to efficiently perform these types of tasks reassigning documents changing document types and so on for groups of documents You can change the subject author or document type for a group of documents In addition you can change the value of any custom fields defined in the library The fields you can modify vary depending on the location of the documents you select for the mass change operation If the documents you select are all stored in the same library you can make changes to system fields subject author and document type and custom fields If the documents you select are stored in different libraries you can only modify system fields Group Wise imposes this restriction because the libraries you select may not contain the same custom fields Creating and Working with Documents 317 Changing the Properties of a Group of Documents Selected with Find by Example 1 Click Tools gt Mass Document Operations 2 In the Operation group box click Change Properties Mass Document Operations fail FIGCESs Errors omy 3 Inthe Selection Method group box click Use Find By Example To Select Documents gt Next 318 User s Guide i Find by Example 7 I E B 4 Inthe Library drop down list click the library you want to search 5 In each field specify the information
187. er you would like to use in Security Options 2 Open an item view 3 Click the To box type a username gt press Enter Repeat for additional users 4 Click R to digitally sign the item 5 Click to encrypt the item 6 Type a subject and message 7 Click Send If you receive a Recipient Certificate Not Found message when you attempt to send the item one of the following is true 1 You are trying to encrypt an item for a recipient and don t have his or her public certificate 2 The e mail address in the public certificate does not match the recipient s e mail address or 3 There is no e mail address in the recipient s public certificate and the recipient s e mail address cannot be verified If 1 is true you need to obtain the recipient s public security certificate If 2 or 3 is true click Find Certificate to locate the recipient s certificate Sending Secure Message S MIME 253 Digitally Signing or Encrypting All Items 4 Click Tools gt Options 2 Double click Security gt click the Send Options tab Security Options 71x Password Notify Send Options I Require password to complete routed item Select a security service provider Name Microsoft Base Cryptographic Provider v1 0 x logoff after j 0 minutes Secure item options T Sign digitally T Encrypt for recipients loa Advanced options 3 Select Sign Digitally and or Encrypt for Recipients 4 Click Advanced Options
188. ersions for Jeanie Yacoub Miview P Edt M Dee JE Share I Modify security Version Ley Status Available Cancel 4 Click Not Shared gt OK Publishing Documents to the Web with WebPublisher WebPublisher is a component of GroupWise WebAccess GroupWise WebAccess is a product that provides users with GroupWise functionality in their Web browsers Check with your system administrator to see if WebAccess and WebPublisher are available before attempting to publish documents Composing a Document You can compose a document in over 250 document formats and WebPublisher will convert it into HTML When you make changes to the document the changes are automatically reflected in the published document To see the supported document formats see the WebAccess guide on the GroupWise 6 documentation Web site http www novell com documentation lg gw6 index html Creating and Working with Documents 283 284 User s Guide GroupWise WebPublisher supports publishing documents in a variety of languages but each document should contain only one language character set For example you could publish one document in Chinese and another in Hebrew but you should not attempt to publish a document that contains both Chinese characters and Hebrew letters Publishing a Document In order to publish a document you must be the author of the document or the creator of the document must give you rights to modify the documen
189. es tab to display more information about the appointment in the box below However the user or resource owner must give you appointment Read rights in their Access List before the icon appears See Adding and Removing Proxy Names and Rights in Your Access List on page 147 Click Auto Select to select the first available meeting time gt click OK to transfer the users resources and selected time and duration back to the appointment you were scheduling or Click Auto Select until the time you want is displayed gt click OK to transfer the users resources and selected time and duration back to the appointment you were scheduling or Click the Available Times tab to see possible meeting times gt click a time to select it gt click OK to transfer the users resources and selected time and duration back to the appointment you were scheduling 6 To remove a user or resource from the Invite to Meeting list after the search click the Available Times tab gt click the username or resource to remove gt press Delete gt Yes This is useful if you want to include several conference rooms in the search to find one that is available then eliminate those you do not want 7 Complete and send the appointment If you want to do a busy search before creating an appointment click Tools gt Busy Search Specify information in the Busy Search dialog box gt click OK to perform a busy search When you find a time you want for a m
190. eting a News Account 4 Click Accounts gt Account Options 2 Click the News tab gt the account you want to delete gt Remove 3 Click Yes Subscribing to a Newsgroup 4 Click Accounts gt Account Options 2 Click the News tab gt an account gt Newsgroups Close Add Remove Properties Get Default General Options Mail News Account Type Incoming Server News A News NNTP news usr com O Takway News NNTP www talkway com 3 Click a newsgroup or UsingNewsgroups 245 Type a search term gt click Search gt click a newsgroup gt Subscribe To unsubscribe to a newsgroup repeat Step 1 and 2 gt click the Subscribed tab gt a newsgroup gt Unsubscribe Posting a New Discussion to a Newsgroup 4 Right click the newsgroup in the GroupWise Cabinet gt click New Discussion 2 Type a subject 3 Type a message 4 To change the newsgroup you are posting to or to post to additional newsgroups click Newsgroups Press F1 in the Select Newsgroups dialog box for more information 5 Click OK 6 Click Post You cannot retract an item posted to a newsgroup Some newsgroups do not allow posting Replying to a Message in a Newsgroup 1 Right click the item in the Item List gt click Reply 2 Type a subject 3 Type a message 4 To change the newsgroup you are posting to or to post to additional newsgroups click Newsgroups Press F1 in the Select Newsgroups di
191. etwork nu Turns off AutoRefresh If this switch is selected click View gt Refresh whenever you want to update the display with the items currently in your Mailbox ph pathname Lets you specify the path to the post office pc path_to_caching_mailbox Opens GroupWise in Caching mode GroupWise must be restarted when you change from Online to Caching ps path_to_remote_mailbox Opens GroupWise in Remote mode This startup switch can be used in the Target text box only GroupWise Language Codes The following table lists the language codes used by all Novell products Group Wise may not yet be available in some of the listed languages For current information contact your local reseller Language Language Code Arabic AR Chinese Simplified CS Language Language Code Chinese Traditional Danish Dutch English Finnish French German Hebrew Hungarian Italian Japanese Norwegian Polish Portuguese Brazil Russian Spanish Swedish Thai Turkish CT DK NL US SU FR DE HE MA IT NI NO PL BR RU ES SV TH TR Customizing GroupWise 359 Using a GroupWise Startup Switch 1 Right click the GroupWise icon on the desktop gt click Properties 2 Click the Shortcut tab 3 Inthe Target text box after the GroupWise executable type a space gt type the startup switch es gt click OK GroupWise Properties C ANOVELL GroupWis
192. ew type 8 Click OK The group default views you select appear when you click the toolbar buttons The personal default views you select appear when you double click the Appointments Reminder Notes or Task Lists in the Calendar Customizing GroupWise 349 Specifying How Long Before an Event an Alarm Sounds 4 Click Tools gt Options 2 Double click Date amp Time gt click the Calendar tab 3 Make sure Set Alarm When Accepted is selected Date Time Options xj Calendar Busy Search Format m Month Display Option r Line Color Options S MT WT ES Color Lines Fistofweek C fC CT fC CT Cf Appointments Y Highlight day MT TT lv Reminder notes Y W FT Show week number Tasks M M m Appointment Options Alarm Options M Include myself on new appointments M Set alarm when accepted Display appointment length i 5 Duration Default alarm time End date and time hours minutes E 3 minutes Default appointment length fi fe 2 Work Schedule Start time e 00am g SOM TOW TIT E End time 5 00PM o work days VM MV Mw MT 4 Specify the number of minutes before an event that you want an alarm to sound 5 Click OK Automatically Spell Checking Every Message You Send 4 Click Tools gt Options gt double click Environment 2 Click Check Spelling Before Send gt OK Assigning Passwords to Your Mailbox You can assign a password to your Mailbox GroupWise passwords are case sensitive
193. f this item Working with Items in Your Mailbox 57 To set the default account from which items will be sent click Accounts gt Account Options gt click an account gt Set Default Deleting an Item from a POP3 IMAP4 Account 4 To delete an item from an IMAP4 or POP3 account click the item gt press Delete or To delete an IMAP4 item from the IMAP4 server drag the item from the IMAP4 folder and drop it in a regular Group Wise folder or To delete POP3 items from the POP3 server as they are downloaded click Accounts gt Account Options gt double click the POP3 account gt click the Advanced tab gt make sure Leave A Copy Of Messages On The Server is unchecked gt click OK If you select both Leave A Copy Of Messages On The Server and Remove From Server After__ Days the POP3 items will be deleted from the POP3 server the specified number of days after the item is downloaded If you select both Leave A Copy Of Messages On The Server and Remove From Server After Deleting From Trash the POP3 items will be deleted from the POP3 server when you manually empty them from the Trash If GroupWise automatically empties your Trash the items will not be deleted from the POP3 server Connecting to a POP3 IMAP4 Server Using SSL You can connect to your POP3 or IMAP4 mail server using SSL an Internet security protocol that helps maintain the confidentiality of your messages In order for you to use this option your mail server
194. f you have selected Include This Account When Doing Send Retrieve On All Marked Accounts in an account s properties click Accounts gt Send Retrieve gt All Marked Accounts In Remote mode if Include This Account When Doing Send Retrieve On All Marked Accounts is selected in Remote Properties you can download items from your Online Mailbox at the same time as your POP3 IMAP4 mail accounts Working with Items in Your Mailbox 55 Downloading New Items from POP3 IMAP4 Accounts Automatically 56 User s Guide 4 Click Accounts gt Account Options 2 Click General Options Internet Account General Settings E 2 x General Display name Hany Wong I Send Retrieve All Marked Accounts every 15 3 minute s I Send Retrieve All Marked Accounts at startup F Hang up when Send Retrieve is done IV am of unsent messages at exit TF Use ICAL when sending appointments via SMTP 3 To download items periodically select Send Retrieve All Marked Accounts Every _ Minutes Specify how often you want items to be sent and retrieved 4 To download items every time you start Group Wise select Send Retrieve All Marked Accounts at Startup The settings will affect all accounts that have Include This Account When Doing Send Retrieve On All Marked Accounts selected in the account s properties If you have created new items for these accounts and have not yet sent them they are sent at the same time new items are downloaded To quick
195. f you specify any documents you view or import will also be added to this folder See Organizing Your Documents on page 270 for more information a The Task List folder is a Find Results folder that shows you all your tasks regardless of which folders they are in For more information about Find Results folders see Understanding Find Results Folders on page 124 When you open the Task List folder GroupWise searches your user database for all your tasks and displays them in the Item List If you inadvertently delete the Task List folder you can restore it by creating a new Find Results folder with the same properties as the original Task List folder If you delete a task from the task list it is also deleted from the Calendar gi The Work In Progress folder is a folder where you can save messages you have started but want to finish later a Your Cabinet is a container for all your personal folders and shared folders A shared folder is like any other folder in your Cabinet except other people have access to it 3 The Trash contains all the items and documents you ve deleted Y If you add a folder for an IMAP4 account this icon displays in your Folder List If you add a folder for an NNTP newsgroup account this icon displays in your Folder List Item List The Item List at the right of the Main Window displays your mail and phone messages appointments reminder notes tasks and document references Use the
196. fault Library Task List Work In Progress EJ Cabinet amp Trash From Subject 3 Molly Jones Cancelled Appointment Test new scenari 04 25 01 12 02PM Harry Wong Project 914 Notes 04 25 01 12 39PM HB Jeanie Yacoub Project status report due this Friday by noc 04 27 01 08 004M amp Kuo Chang Huang Submit your vote for Employee of the Mon 04 28 01 11 594M 3 Harry Wong Compilation of tool check 04 28 01 01 45PM w Harry Wong Department Teleworking Policy 04 28 01 01 51PM x Harry Wong Project 91 Notes 04 28 01 02 02PM Els Project SIJ Notes 04 28 01 02 03PM B Ana Dharmapalan Proj 690 Core Team Meeting 04730701 11 06AM gI Molly Jones Quarterly Review 05 08 01 09 00AM 122 User s Guide Mailbox Size 9 Selected 1 Totat 28 SE All folders in your Main Window are subfolders of your user folder The user folder represents your user database and contains all of your GroupWise information Under your user folder there is the Mailbox a Sent Items folder the Calendar the Documents folder a Task List folder the Work In Progress folder your Cabinet which contains all your personal folders and the Trash Click and to expand and collapse folders See Folder List on page 21 for more information about each type of folder Next to any folder except for shared folders the number of unread items is shown in square brackets You can organize items in your folders by moving or linking them
197. file you specify is a log file from a previous session you can click Process Errors Only and GroupWise processes only the documents that generated errors during that session 5 Specify new values for any of the document properties fields gt click Next 6 Click Preview to see a sample of the documents that will be modified based on the Find criteria you specified You can click Close at any time in the Find Results dialog box to cancel the preview 7 Specify the directory where you want to save the log file You can click Generate A Log File Without Performing The Operation to see the outcome of the operation without actually modifying the documents If you are a librarian in your default library you have two additional options on the Log page of Mass Document Operations Validate Document Property Fields lets you choose whether or not to validate the property fields of the documents Allow Documents With Validation Creating and Working with Documents 321 Errors To Be Created or Updated lets you choose to bypass any validation errors 8 Click Finish to change document properties Changing Sharing for a Group of Documents You can give modify or remove a user s access to a group of documents You can do this two ways you can modify a user s rights in the existing Share List for the group of documents or you can create a new Share List which will replace the existing Share List for each document in the group Modify the Ex
198. fy is a log file from a previous operation you can click Process Errors Only and GroupWise processes only the documents that generated errors during the previous session Click Add New Users And Rights To Selected Documents to modify the existing Share Lists for each document in the group or Click Replace Share Lists For Selected Documents to create a new Share List that will replace the existing Share List for each document in the group In the Name text box type the name of the user for whom you want to modify sharing rights gt click Add User In the Share List click the name of the user for whom you want to modify sharing rights In the Rights for All Versions group box click the rights you want to give the user to the selected group of documents If you want to specify sharing rights for specific versions click Version Level Security gt specify the rights for each version gt click OK 10 Click Next 11 Click Preview to see a sample of the documents that will be modified based on the Find criteria you specified You can click Close at any time in the Find Results dialog box to cancel the preview 12 Specify the directory where you want to save the log file You can click Generate A Log File Without Performing the Operation to see the outcome of the operation without actually modifying the documents 13 Click Finish to modify the document sharing Deleting a Group of Documents You can delete a group of do
199. fy that you get a return receipt for every message you send You can also use Options to subscribe to Notify specify an archive folder and so forth The following sections give you more information about setting options Delaying Delivery of an Item on page 344 Getting a Return Receipt for Items You Send on page 345 Requesting a Reply for Mail and Phone Messages You Send on page 346 Specifying Where Archived Items Are Stored on page 347 Changing the Priority of Items You Send on page 347 Changing the GroupWise Language on page 348 Changing Your Default Views on page 349 Specifying How Long Before an Event an Alarm Sounds on page 350 Automatically Spell Checking Every Message You Send on page 350 Assigning Passwords to Your Mailbox on page 350 Customizing Your Toolbar on page 353 Customizing Your Library Settings on page 355 Using Startup Switches on page 357 Customizing GroupWise 343 Delaying Delivery of an Item 1 To delay the delivery of one item click File gt Properties while you are creating the item or To delay delivery of all items you send click Tools gt Options gt double click Send 2 Click Delay Delivery 3 In the text boxes specify the day and time you want the item delivered f Send Options The day and time the item will be delivered appear in the Until box 4 Click OK 344 User s Guide
200. g Items Affected bya Changed cross reference in the last paragraph of this section to a User s Rule on page 144 Guide location instead of Help Using Filter and Rule Deleted invalid switches Wildcard Characters and Switches on page 169 GroupWise 6 User s Guide Updates 363 364 User s Guide
201. g New Items from POP3 IMAP4 Accounts Automatically 56 Downloading Only the Header Subject for IMAP4 Accounts 57 Sending an Item from a POP3 IMAP4 Account o o e e 57 Deleting an Item from a POP3 IMAP4 Account o o e 58 Connecting to a POP3 IMAP4 Server Using SSL 0 o 58 Importing POP3 IMAP4 Accounts o e e 59 Storing Your POP3 Items on a Mail Server 0 o 60 Subscribing and Unsubscribing to IMAP4 Folders 61 Alphabetizing the Folders in an IMAP4 Account 2 2000 62 Downloading Voice Mail Attachments through an IMAP4 Account 62 Attaching Files s o 2 24 40 45 a db ba a e Bee A ee ed ee 62 Attaching a File to an litem 2 2 e 63 Attaching a Document Reference to an ltem 0 e e 64 Embedding an OLE ObjectinanlteM 0 o e e 64 Viewing Attached Files ee 66 Opening Attached Files 2 2 0 e eo 66 Attaching Sound Files to an ltem 0 e o 66 Managing Sentiltems 6 do o A es e E wes 67 Confirming Delivery of Items You ve Sent 0 o e 67 Displaying Sent tems o ma k ia E a E a e aa 67 Displaying Items You ve Sent 2 a 67 Resending ltems 2 2 a Gee A wee Rd eee es ee ee A A 68 Retracting Items You ve Se
202. gged in as yourself on your computer 3 Click Start gt Run gt browse to the file location gt select SETUP EXE gt click OK 4 Follow the instructions in the Setup wizard Starting GroupWise 1 Double click K on your desktop The GroupWise Main Window displays Getting Started 19 A Brief Tour of GroupWise This section includes information about the following topics The Main Window on page 20 GroupWise Modes on page 23 Understanding Your Mailbox on page 24 Using the Toolbar on page 29 Using Shortcut Keys on page 30 The Main Window From the Main Window of GroupWise you can read your messages schedule appointments view your Calendar change the mode of GroupWise you re running in open folders open documents and much more Novell GroupWise Mailbox OY x File Edit View Actions Tools Accounts Window Help Mode Online y Custom Settings x 4 E amp Q E gt gt oy Harry Wong 9 Fabox a Fatima Haughey Gy Sent Items EJ Fatima Haughey Re What s a good time 04 25 01 09 35AM E Els Ricky Steadman Customer Satisfaction Reports 04 25 01 09 37AM a E Solis Es Colleen Bolton Final Test Plan 04 25 01 09 384M Work In Progress E Colleen Bolton Re Final Test Plan 04 25 01 09 394M EJ Cabinet El Martha de la Torre Bagels and doughnuts this morning 04 25 01 09 47AM e Trash Y Kuo Chang Huang Submit
203. gine Fred Thompson Fred Thom 11017 FThomps Development Tester Harry Wong Harry Wong 11018 HwWong Development Tester Jason Stevens Jason Steve x11015 JStevens Development Engine Jeanie Yacoub Jeanie Yacoub x11019 JYacoub Development Manac Joe DeSoto Joe DeSoto x11002 JDeSoto Development Tester y gt Cancel Den Z a Information Close List lt lt 3 Ctri click names in the order you want to route the item gt click Route or Double click names in the order you want to route the item Use drag and drop to change the order of names in the list of addresses 4 Click OK 52 User s Guide Sending and Receiving E Mail from POP3 IMAP4 Accounts If you have multiple e mail accounts you know that it s inconvenient to change locations to look at each account You can add your POP3 and IMAP4 Internet mail accounts to GroupWise so that you can read and send messages for all your accounts from Group Wise Accounts Menu The Accounts menu in the GroupWise Main Window allows you to access account features such as adding an account setting account properties and sending and retrieving items from POP3 IMAP4 accounts The Accounts menu is always available in Remote mode If it is not available in your Online Mailbox your system administrator has restricted its use to Remote mode While you are using Remote mode you can check POP3 IMAP4 accounts without connecting to Group Wise Using Accounts with GroupWise Mode
204. gt Find gt the Find By Example tab 2 In the Item Type drop down list click the type of item you want to search for 3 If you selected Document in Step 2 click the library you want to search in the Library drop down list 4 In each field specify the information you want to look for 5 Click OK to begin the Find Finding an Item Using Search Criteria 4 Click al on the toolbar Find 24 x Find l Find by Example Look in Full Text y EP Mailbox Sent Items From Author EM Calendar Po Z Documents Task List ltem type Work In Progress T Mail IT Appointment E El Cabinet T Task r z Y Trash Phone message 7 ff All Libraries T Note T Document tem source T Received I Posted T Sent T Draft Date range I Created or delivered between 04 28 20 and 04 28 20 Advanced Find Reset IV Find only official document versions 2 Tosearch for specific text select Full Text or Subject from the drop down list gt type what you are looking for in the text box 3 To search for a name select From Author or To CC from the drop down list gt type the name in the text box 4 Select each item type you are looking for gt select each item source you are looking for 5 To specify a date range select the Created Or Delivered Between check box gt type or select the dates 6 In the Look In list
205. gt click Setup gt select the users whose schedules you want to print 114 User s Guide Multi User Setup fx Proxies per page 2 Cancel Progy list Harry Wong 5 Specify the maximum number of proxy schedules to print per page in Proxies Per Page For example if you are going to print the schedules of nine users but only want three schedules per page you would specify 3 6 Click OK 7 Click a calendar view under Available Forms 8 Click a paper size in the Form Size group box 9 Click Portrait or Landscape 10 Click the Content tab gt read and select other options 11 Click the Options tab gt read and select other options 12 Click the Preview button to see how the multi user page layout looks with the selected options If necessary change the options 13 Click Print Changing the Calendar View 4 Click the arrow on the right of on the toolbar gt click a view You can specify a different default Calendar view in Options See Changing Your Default Views on page 349 Changing the First Day of the Week in Your Calendar 4 Click Tools gt Options 2 Double click Date amp Time gt click the Calendar tab 3 Select a day in the Month Display Options group box gt click OK Using Your Calendar 115 Viewing a Different Date in the Calendar 4 Click El in the Folder List or Click Window gt Calendar 2 Ifthe view displayed has a Calendar toolbar click the date in t
206. h Novell address book files are in ANSI delimited format In the first line the characters up to the first comma must not be edited Each field s title follows a comma The hexadecimal numbers in each title represent the MAPI tags User defined fields may share the same hexadecimal number If you want to leave a field blank for an entry you must type the comma This way you keep the fields lined up so that for example all information following the tenth comma of each entry goes to the same field There can be spaces inside of the quotes but you must delete all spaces outside of the quotes Each Novell address book entry starts with C U or R C is for company entries U is for user entries and R is for resource entries In addition groups are enclosed by G gt and G lt tags This order all C entries before U entries and U entries before R entries is important if you want user entries to be linked to their organizations and resource entries to be linked to their owners Groups can go anywhere after company entries in this order Each Group entry begins with a C U or R and also contains a T To or primary recipient C carbon copy recipient or B blind copy recipient For example a UT entry is a user who will receive an item as a primary recipient When you are finished the address book should look similar to this TAGMAP OFFE0O003 3001001E Name 3A06001E First Name 3A11001E Last Name Cc N
207. h item you simply click an item or press the Down arrow to read your items If you click a document reference the document will display in the Quick Viewer You can display an item s attachment by clicking the attachment in the drop down list on the Quick Viewer toolbar OLE attachments however do not display in the Quick Viewer When you read an item in the Quick Viewer the icon changes to the opened status For example the closed envelope representing a mail message changes to an opened envelope 4 Click Ell on the toolbar Working with Items in Your Mailbox 71 Novell GroupWise Mailbox OL x File Edit View Actions Tools Accounts Window Help Mode online y Display lt Mailbox Custom Settings al a 3 Q E ad Sy z oy ad l j Harry Wong KA yy a Fatima Haughey GJ Sent Items Fatima Haughey Re What s a good time 04 25 01 09 35AM Esla Els Ricky Steadman Customer Satisfaction Reports 04 25 01 09 37AM P E inl Es Colleen Bolton Final Test Plan 04 25 01 09 384M Work In Progress EJ Colleen Bolton Re Final Test Plan 04 25 01 09 394M EJ Cabinet Martha de la Torre Bagels and doughnuts this morning 04 25 01 09 47AM o Trash Y Kuo Chang Huang Submit your vote for Employee of tl 04 25 01 12 00PM HB sJeanie Yacoub Project status report due this Friday by m 04 27 01 08 004M ey Ana Dharmapalan Proj 690 Core Team Meeting 04 30 01 11 06AM xl 1of1 FE wh
208. he Calendar toolbar or If the view displayed has no toolbar click View gt Go to Date gt specify a date gt click OK 3 If you want to return to today s date click View gt Go to Today or Click Today in the Calendar toolbar Going to a different date is not applicable to some views For example a view that displays a Tasks List only is not connected to one specific date Setting Alarms for Calendar Items Group Wise can sound an alarm to remind you of an upcoming appointment It can also send an alarm to an electronic pager In addition you can choose to open a file or to run a program when the alarm goes off For example you can set an appointment to back up your files when you aren t at work and your computer is on In Date Time Options you can specify a default that automatically sets an alarm each time you accept an appointment Click Tools gt Options gt double click Date amp Time gt select Set Alarm When Accepted Setting an Alarm Notify must be running for an alarm to sound 4 In your Mailbox or Calendar click an appointment 2 Click Actions gt Alarm 116 User s Guide Alarm El E3 Hours before 0 Minutes before ls a _ se e Program to launch when alarm goes off aa a Cancel 3 Specify the number of hours or minutes before the appointment that you want the alarm to sound You can also specify a path to an application so that the application launches when the a
209. he Sales library it would become document 459 or whatever the next number is in the Sales library but it would still have a version one two and five GroupWise copies all the document properties including document activity and custom fields to the destination library and stores them with the document however the custom fields will not display in Document Properties if the destination library doesn t contain the field When you copy documents document references are not updated Copying a Group of Documents Selected with Find by Example 4 Click Tools gt Mass Document Operations Mass Document Operations x Select the operation you want to perform The operation will affect all versions of a document m Operation C Change properties C Change sharing C Move lo Copy C Delete Selection method Use Find Advanced Find to select documents Use Find by Example to select documents C Use currently selected documents Use documents listed in a file Back Cancel 2 In the Operation group box click Copy 3 Inthe Selection Method group box click Use Find By Example To Select Documents gt Next Creating and Working with Documents 309 310 User s Guide Find by Example Document H Manufacturing Library Default Elm 4 Inthe Library drop down list click the library you want to search 5 Ineach field specify the information
210. he author of Novell GroupWise Mailbox Jol x File Edit View Actions Tools Accounts Window Help Mode Online x Display lt Maibox Custom 7 a 8 A gt X ES a oy a F y Mailbox Sent Items E Calendar VE Documents 3 Authored 3 Default Library Task List Work In Progress EJ Cabinet amp Trash From Subject Date Molly Jones Cancelled Appointment Test new scenari 04 25 01 12 02PM Harry Wong Project 914 Notes 04 25 01 12 39PM HB Jeanie Yacoub Project status report due this Friday by noc 04427201 08 004M amp Kuo Chang Huang Submit your vote for Employee of the Mon 04 28 01 11 594M gt Harry Wong Compilation of tool check 04 28 01 01 45PM w Harry Wong Department Teleworking Policy 04 28 01 01 51PM Elx Harry Wong Project 91J Notes 04 28 01 02 02PM Els Project 9IJ Notes 04 28 01 02 03PM D Ana Dharmapalan Proj 690 Core Team Meeting 04 30 01 11 06AM 2 Molly Jones Quarterly Review 05 08 01 09 00AM E Mailbox Size 9 Selected 1 Mawa SE The Default Library folder contains document references for all the documents you have access to in the default library You can change or delete the Author and Default Library folders You can create other document Find Results folders according to your needs For example you can create a Find folder for a specific library subject author or document type See Creating Your Own Find Results Folder on page 125 Creating and
211. heck the Properties of the original item to see if GroupWise was able to retract it Right click the item in the Mailbox gt click Properties Mail and phone messages cannot be retracted if they ve already been opened Retracting Items You ve Sent Use Delete to retract an item you sent You can retract a mail or phone message from those recipients who haven t yet opened the item You can retract an appointment reminder note or task at any time 1 Click the item in your Mailbox that you want to retract To display sent items in your Mailbox click the display settings drop down list on the toolbar gt Sent Items 2 Click Edit gt Delete 3 Select the appropriate option 4 If you have selected to retract this item from other recipients mailboxes you can type a comment to the recipients explaining why the item was retracted 5 Click OK 68 User s Guide You can check the Properties of the original item to see if GroupWise was able to retract it Right click the item in the Mailbox gt click Properties Mail and phone messages cannot be retracted if they ve already been opened or if they have been sent to the Internet Checking the Status of Your Items Properties lets you check the status of any item you ve sent For example you can see when an item was delivered and when the recipient opened or deleted the item If a recipient accepted or declined an appointment and included a comment yov ll see the comment in
212. hom you plan to act as proxy must grant you rights in the Access List in Options Second you must add that user s name to your Proxy List so you can access his or her Mailbox or Calendar Managing Your Mailbox 145 Once these two steps are complete you can open your Proxy pop up list and click the name of the person you re proxying for whenever you need to manage his or her Mailbox or Calendar You can also manage the schedules of users and resources for whom you have proxy rights with the Multi User Calendar view Granting Proxy Rights Use the Access List in Security Options to give other users rights to proxy for you You can assign each user different rights to your calendaring and messaging information If you want to let users view specific information about your appointments when they do a Busy Search on your Calendar give them Read access for appointments The following table describes the rights you can grant to users This right Lets your proxy do this Read Read items you receive or view information about appointments Write Create and send items in your name including applying your signature if you have one defined Subscribe to my Receive the same alarms you receive alarms Subscribe to my Receive notification when you receive items notifications Modify options rules Change the options in your Mailbox The proxy can edit folders any of your Options settings including the access given to other users If the prox
213. ialog box click Reset 6 To verify that you have scheduled the correct days click the Dates tab The days you scheduled are selected in the calendar If you want to deselect any occurrence click the day you want to deselect on the Dates tab 7 Click OK For information on how to enter formula text see Using Auto Date Formula Functions and Operators on page 101 Using Auto Date Formula Functions and Operators You can schedule auto dated items by formula dates or example Formulas should only be used if you prefer them scheduling is much easier by dates or example Auto Date Formula Functions Use the auto date functions listed below to schedule specific days of a week month or year You must use the exact spelling of the functions For example GroupWise reads tue but not tues GroupWise formula functions are not case sensitive Day of the Week For example TUE would schedule all Tuesdays Day of the Month For example the number 3 would schedule the 3rd day of the month Also the word LAST would schedule the last day of the month Day of the Year For example 35 would schedule the thirty fifth day of the year Month of the Year For example JAN would schedule all days in January Year For example 2002 would schedule all days in 2002 Scheduling Group and Posted Items 101 Weekday of the Month For example TUE 1 This would schedule the first Tuesday of the month Also SUN LAST
214. ick Requests Preparing to Use Remote Use Hit the Road on the Tools menu or by switching from Online mode to Remote mode to create set up or update your Remote Mailbox Your local mailbox is created on your local drive and any current connections are detected and set up If you have already used Caching mode your local mailbox has already been created If you run GroupWise on a docked laptop in your office use Hit the Road to create your Remote Mailbox on the same machine You can also use Hit the Road to create setup files on a diskette to set up your Remote Mailbox on a computer that s not connected to the network Several users can use Hit the Road to set up separate Remote Mailboxes on a single shared computer Setting Up Your Remote Mailbox If you switch from Online mode to Remote mode using the Mode drop down list you can enter the path to the Remote Mailbox If this path does not exist Hit the Road will run automatically The following steps explain how to set up your Remote Mailbox using Hit the Road 1 Make sure GroupWise is installed on the computer where you want to set up your Remote Mailbox 2 Make sure you have a password on your Online Mailbox Using Remote Mode 215 216 User s Guide 3 Run GroupWise in your office on your docked laptop or a workstation 4 Click Tools gt Hit the Road Hit the Road Wizard xi Welcome to Hit the Road This Wizard will guide you through the steps necessary to
215. ies or OLE objects Attachments containing certain text or phrases that you specify The name of the person who authored a document Text appearing in the BC box of an item Text appearing in the Caller s Company box of a phone message Field Criteria Entry Depending on the operator you can specify a time period that the task falls within or specify an exact date Select an attachment from the drop down list Specify attachment text Specify the document author s name Specify a BC recipient name Specify a company name Managing Your Mailbox 173 174 User s Guide Field Name Caller s Name Caller s Phone Number cc Copy Type Created Current File Current Location Date Opened Delivered This Field Refers to Text appearing in the Caller box of a phone message A phone number appearing in the Phone box of a phone message Text appearing in the CC box of an item The type of message a user receives To CC or BC The date you clicked the Send button or posted an item to your Calendar The name of a document in the staging directory when the document is opened or checked out The staging directory is a temporary directory where GroupWise stores documents while you have them open The pathname to the staging directory when the document is opened or checked out The date a document was last opened The date and time that the item appeared in
216. ify sharing rights for each user or group When a user tries to access a document GroupWise checks the rights of the individual user If the user doesn t have rights to the document GroupWise checks for any rights the user inherits as a member ofa group If the user doesn t have rights to the document as a member of a group GroupWise checks the rights given to lt General User gt You can click Shared With and then click Version Level Security to give users different rights for each version of the document Specifying Default Sharing Rights for Documents If you typically share your documents with the same user or groups you can specify default sharing rights for all the documents you create Once you have specified default sharing rights GroupWise applies these sharing rights to every document you create or import in the selected library If you don t specify any default sharing rights the documents you create or import are not shared which means that only the author and the creator have rights to the document Default sharing rights only apply to the documents you create in the selected library If you create documents in multiple libraries you must specify default sharing rights for each library Creating and Working with Documents 279 Click Tools gt Options gt double click Documents Click the library for which you want to specify default sharing rights Click Properties gt the Sharing tab Click Shared With
217. ights to all users in the Address Book For example if you want all users to have rights to read your mail you would assign Read rights to All User Access 7 To delete a user from the Access List click the user gt Remove User 8 Click OK Managing Your Mailbox 147 Managing Someone Else s Mailbox or Calendar Before you can act as a proxy for someone that person must give you proxy rights in his or her Access List in Options The amount of access you have depends on the rights you have been given 1 If you haven t already done so add the username of the person to your Proxy List See Adding and Removing Users in Your Proxy List on page 148 2 Inthe Main Window or Calendar click Alto open the Proxy pop up list 3 Click the name of the person whose Mailbox you want to access 4 When you have finished your work in the other person s Mailbox click E gt click your own name to return to your Mailbox You can work with several Mailboxes open at one time by opening a new Main Window for each Mailbox click Window gt New Main Window gt switch to the Mailbox you want You can tell the Mailboxes apart by looking for the Mailbox owner s name which appears as the root folder label for each Mailbox If you have the appropriate Proxy rights you can view the schedules of multiple users or resources side by side See Viewing the Schedules of Multiple Users on page 111 Adding and Removing Users in Your Proxy List 148
218. igure pager addressing Using Your Calendar 119 120 User s Guide Managing Your Mailbox You can add and modify Group Wise Mailbox functionality in many different areas See the following sections for more information Using the Folder List on page 122 Using Shared Folders on page 127 Using Mailbox Storage Size Information on page 129 Running Notify on page 131 Archiving the Items in Your Mailbox on page 135 Printing Items in Your Mailbox on page 137 Creating Rules on page 139 Giving Other People Access to Your Mailbox on page 145 Saving Items in Your Mailbox on page 149 Owning Resources on page 151 Opening and Emptying the Trash on page 153 Deleting Items from Your Mailbox on page 155 Backing Up Your Mailbox on page 156 Finding Items on page 157 Finding Text in Items on page 164 Filtering Items on page 165 Using the Columns in Your Mailbox on page 178 Managing Your Mailbox 121 Using the Folder List Novell GroupWise Mailbox Use folders to store and organize your items For example you can group all items related to a particular task or subject together A typical user s Folder List might look like this File Edit View Actions Tools Accounts Window Help Mode Online Y display lt Maitbox Custom 7 EF 3 Q y 3 EM Calendar VE Documents Gy Authored De
219. ilter and Rule Fields on page 173 Running a Rule Manually 144 User s Guide 4 Click the items or folders that you want affected by the rule 2 Click Tools gt Rules 3 Click the rule you want to run manually 4 Click Run gt Close The rule actions occur after you close the Rules dialog box Enabling or Disabling a Rule A rule must be enabled before it can be triggered When a rule is enabled it is marked with a check When you disable a rule the rule cannot be triggered However the rule is still listed in the Rules dialog box so you can enable the rule when you need it again 4 Click Tools gt Rules Rules El E3 Rules are executed in the order they appear in the list Drag a Close rule to a different position to change the order _ Rule list New Rule Name Edit Move status 1 New Item O Mark Private New Item Copy Delegate New Item Delete Disable AREER Run 2 Click the rule you want to enable or disable An enabled rule has a check mark in the box 3 Click Enable or Disable Giving Other People Access to Your Mailbox Use Proxy to manage another user s Mailbox and Calendar Proxy lets you perform various actions such as reading accepting and declining items on behalf of another user within the restrictions the other user sets Receiving Proxy Rights Two steps must be completed before you can act as someone s proxy First the person for w
220. in another time zone you can change to that new time zone so that your scheduled items reflect the time zone difference Typically if you re leaving your office for several days you will use your Calendar information to attend and schedule appointments Therefore you will need to use the local time zone However if you re leaving your office for a short time for example a day you will probably keep the same time zone as your GroupWise system 1 In Remote mode click Accounts gt Account Options 2 Double click the Remote account 3 Click the Server tab 4 Click Time Zone gt the current time zone gt click OK 5 Click Time Zone gt the Date amp Time tab gt change your computer s clock to match the new time zone 6 Click OK Sending and Retrieving Items At Regular Intervals 1 In Remote mode click Accounts gt Account Options 2 Double click the Remote account 3 Click the General tab 4 Make sure Include This Account When Doing Send Retrieve On All Marked Accounts is selected gt click OK 5 Click General Options 6 Select Send Retrieve All Marked Accounts Every __ Minutes gt specify the number of minutes 7 Click OK For this option to work your computer must stay connected to the network or phone line depending on the connection you re using 218 User s Guide Specifying User and System Information for Your Remote Mailbox 1 In Remote mode click Accounts gt Account Options 2 Click General O
221. in the library Change the sharing rights to a group of documents in the library Reset a document s status Use the GroupWise third party APIs to generate reports on all the documents in the library Librarian and Remote Caching Modes The librarian can see all the properties of a document while in Remote and Caching mode however the librarian can t change the author or sharing rights of a document while he or she is using Remote or Caching mode Librarian and Older Versions of GroupWise Ifa librarian accesses a library using an older version of the Group Wise client such as GroupWise 5 1 or 5 2 he or she will not have librarian access to documents because neither the Manage right nor the librarian role existed in earlier releases of GroupWise Copying a Group of Documents 308 User s Guide You can copy groups of documents using the Mass Document Operations wizard To copy a group of documents you must have View rights to each document or you must be a librarian for the library In addition you must have Add rights in the library to which you want to copy the documents When you copy a group of documents all versions of the document are copied In the destination library each copy of the document receives a new document number but the document retains the same version number that it had in the source library For example if document 458 had a version one two and five in the Marketing library and you copy it to t
222. ing a folder you can see the filter results immediately Filters affect all folders In the lower right corner of the Main Window or calendar view double click Filter i 1x Filter Include entries where DK o All Fields In the first drop down list click the field you want to filter For example click From if you want to display items from a specific person See Understanding Filter and Rule Fields on page 173 for more information Click the operator drop down list 3 gt click an operator See Using Filter and Rule Operators on page 170 for more information Type the criteria for the filter or If provided click the drop down list gt click an existing criterion Managing Your Mailbox 165 Selecting a Filter If you type criteria such as a person s name or a subject you can include wildcard characters such as an asterisk or a question mark Text you type is not case sensitive See Using Filter and Rule Wildcard Characters and Switches on page 169 for more information Click the last drop down list gt click End or Click the last drop down list gt click And or Or to narrow your filter by adding more filter criteria See Narrowing Your Filter later in this section for more information Read the text in the Filter dialog box beginning with Include entries where as you create your filter This summarizes how your filter will work The filter icon change
223. inter Setup Close 2 Click a calendar format in the Format group box 3 Click a paper size in the Form Size group box 4 Click a calendar view under Available Forms 5 Click Portrait or Landscape 6 Click the Content tab gt type a starting date gt read and select other options Using Your Calendar 113 7 Click Font gt make selections gt click OK 8 Click the Options tab gt read and select other options Print Calendar 27 xi l Header Footer Options iv Name T Overflow extra text to following pages Print on both sides of page duplex TF Print to a text file FF Print to an HTML file Print items Use shading C All Print separator lines between items Form Content A IV Page number IV Date and time IV Center form on page horizontally Selected folder Insert blank page at beginning of print job Preview Printer Setup Close 9 Click the Preview button to see how the page layout looks with the selected options If necessary change the options 40 Click Print Printing the Calendars of Multiple Users 1 Make sure you have proxy Read rights to the Mailboxes of all the users whose schedules you want to print 2 Click BJ to make sure that all of the users whose schedules you want to print appear in your Proxy List If they do not appear on the list add them 3 Click Si on the toolbar 4 Click Multi User in the Format group box
224. ion you specify Items are saved in WordPerfect format but with a DOC extension so that they can also be opened in Word Attachments are saved in their original format Viewing the Schedules of Multiple Users The Multi User Calendar view lets you see the schedules of several users or resources side by side Use this view to find out what everyone s schedule is for the day or find out which of your company s conference rooms is free at a specific time You must have the appropriate Proxy rights for each user or resource in order to include them in a Multi User view See Giving Other People Access to Your Mailbox on page 145 For example if you do not have Read rights for appointments you will not be able to see another person s schedule in the Multi User view For each Multi User view you need to create a list of the users or resources whose calendars you want to display The order of names in the list called a Multi User List determines the order in which the calendars display in the Multi User view You can modify the Multi User List associated with this Multi User view You can also create additional Multi User views Viewing a Multi User List 1 If you have not changed your Calendar folder tab defaults click E gt Multi User or If you have created several Multi User views click E gt the tab of the Multi User view you want to display 2 If this is the first time you have used the Multi User view click a
225. ion about the tools required fe 04 25 01 09 32AM Go Trash Art Ramirez Fwd Another question 04 25 01 09 32AM Martha de la Torre Bagels and doughnuts this morning 04 25 01 09 47AM Fatima Haughey What s a good time 04 25 01 09 34AM Ej Harry Wong Re what s a good time 04 25 01 09 35AM IM E Fatima Haughey Re What s a good time 04 25 01 09 35AM Je Ricky Steadman Customer Satisfaction Reports 04 25 01 09 37AM Colleen Bolton Final Test Plan 04 25 01 09 38AM Harrs Mana Da Final Tact Dian NAFSINI na 204M AA AA ES As Calendar As Calendar displays all scheduled items saved in a particular folder This is useful if you organize all your appointments and other items for a specific project in one folder 4 Click m on the toolbar to view As Calendar Novell GroupWise Mailbox ioj x File Edit view Actions Tools Accounts Window Help e ei rat eer sett BA a a a Day Week Month Year Multi User e nonointments B Reminder Not Tasks A Sent Items EM Calendar a Ys Documents Task List Work In Progress EJ Cabinet G Trash 28 User s Guide Using the Toolbar Use the toolbar to access many of the features and options found in Group Wise When you use certain features for example when you are in your Calendar the toolbar for that feature appears You can customize each toolbar by adding and deleting buttons choosing button order and placing separators between
226. ipt gt specify the necessary When Given and Respond With commands To save the script without changing its filename click Save gt Close or To save the script with a new filename click Save As gt Close To retrieve an existing script file click the folder icon gt select the script file gt click Open Click a disconnection method In the Attempts box specify the number of times to redial if the line is busy In the Retry Interval box specify the time interval between each redial attempt Click OK gt Close Creating a TCP IP Connection 232 User s Guide 1 2 3 4 5 Click Accounts gt Send Retrieve gt GroupWise Options Click Configure gt Connect To gt New Click TCP IP gt OK TCP IP Connection x Connection name IP Address Cancel IP Port Disconnect method When all updates are received C Do not wait for responses Manually Type a descriptive name for the TCP IP connection Type the IP address and port information provided by your system administrator Instead of an IP address you can also type the DNS Domain Name System host name in the IP Address box Check with your system administrator 6 Click a disconnection method gt OK gt Close Creating a Network Connection 4 Click Accounts gt Send Retrieve gt GroupWise Options 2 Click Configure gt Connect To gt New 3 Click Network gt OK Network Connection 24 x Connection na
227. ist in GroupWise See Giving Other People Access to Your Mailbox on page 145 for more information You cannot receive notification for someone who is on a different domain than you 1 In the Main Window click Tools gt Options 2 Double click Security gt click the Notify tab 3 Type the name of a user for whom you proxy 4 Click Add User 5 Click the user s name in the Notification List Security Options 2 x Password Notify Proxy Access Send Options Name Add User el Remove User Alecia Mendenh AMendenhall Devel Harry Wong Hwong Developme Jeanie Yacoub JYacoub Developm Notify options for Alecia Mendenhall gt IV Subscribe to alarms IV Subscribe to notification 6 Make sure Subscribe to Notification and Subscribe to Alarms are selected You are automatically subscribed to alarms and notification for yourself If you deselect Subscribe to Alarms and Subscribe to Notification for yourself you will no longer receive alarms and notifications You will need to repeat the steps in this topic for your username 7 Click OK Archiving the Items in Your Mailbox Use Archive to save mail or phone messages appointments reminder notes or tasks to a designated database on a local drive Archiving items saves network space and keeps your Mailbox uncluttered It also protects items from being automatically deleted Managing Your Mailbox 135 You can view archived items whenever
228. isting Share List If you select Add New Users And Rights To The Selected Documents you can add remove or change a user s rights to the group of documents without changing any of the rights you ve given to other users For example you could grant a new employee rights to all the benefit documents in the library This adds the new employee to the Share List for each document in the group but it doesn t modify the rights of any of the other employees If the user you want to add already has rights to one or more of the documents in the group the rights you specify in the wizard will replace any previous rights this user had to the documents but it will not reduce rights the user already has For example suppose you give Pam View rights for a group of documents which includes Document A but Pam already has both View and Edit rights to Document A In this case GroupWise will give Pam View rights to all the documents in the group including Document A but GroupWise will not remove Pam s Edit rights to Document A Replacing an Existing Share List with a New Share List If you select Replace Share List for Selected Documents you can create a new Share List for each of the selected documents This new Share List replaces the existing Share List and only the users on the new Share List have rights to the selected documents Changing the Sharing Rights for a Group of Documents Selected with Find by Example 322 User s Guide 1 Click Tools
229. ith a non integrated application This message reminds you that you must manually return the document to the library You can also specify how many seconds you want Group Wise to wait for non integrated applications to open Turning the Warning Message for Non Integrated Applications On or Off 336 User s Guide GroupWise displays the warning message when it loses contact with the application The message reminds you to manually return the document to the library 1 Click Tools gt Options gt double click Documents 2 Click the Integrations tab gt click Advanced gt click the Non Integrated tab 3 To turn on the warning message make sure the Display Message check box is checked or To turn off the warning message deselect the Display Message check box Specifying How Long GroupWise Should Wait for a Non Integrated Application to Open Group Wise waits the number of seconds you specify for the non integrated application to open If GroupWise doesn t detect the application opening Group Wise times out and loses contact with the document which means GroupWise can t return it to the library If this happens you must manually return the document If you have an application that loads very slowly you can increase the wait interval to prevent GroupWise from timing out before the application opens 4 Click Tools gt Options gt double click Documents 2 Click the Integrations tab 3 In the Registered Applications list
230. k mailbox including messages and other information on your local drive You can use GroupWise whether or not your network or Post Office Agent is available Because you are not connected to the network all the time this mode cuts down on network traffic and has the best performance A connection is made periodically to retrieve and send new messages All updates are performed in the background so GroupWise is not interrupted This mode requires that you have enough disk space on your local drive to store your mailbox When you run Caching mode and Remote mode on the same computer the same local mailbox also called the Caching mailbox or Remote mailbox can be used to minimize disk space usage To use Caching mode the client installation must be a standard installation not a workstation installation Getting Started 23 Remote Mode Remote mode is familiar to GroupWise users on the road Similar to Caching mode a copy of the Online mailbox or the portion of the mailbox that you specify is stored on your local drive You can retrieve and send messages on a periodic basis with the type of connection you specify modem network or TCP IP You can restrict what is retrieved such as only new messages or only message subject lines To use Remote mode the client installation must be a standard installation not a workstation installation For more information about setting up Remote Mode see Chapter 8 Using Remote Mode on page 213
231. k Generate A Log File Without Performing the Delete Operation to see the outcome of the delete without actually deleting the documents 10 Click Finish to delete the documents Deleting a Group of Selected Documents 1 In your Mailbox or folders click the document references for the documents you want to delete Click Tools gt Mass Document Operations In the Operation group box click Delete In the Selection Method group box click Use Currently Selected Documents gt Next Specify the directory where you want to save the log file You can click Generate A Log File Without Performing The Delete Operation to see the outcome of the delete without actually deleting the documents 6 Click Finish to delete the documents Deleting a Group of Documents Listed in a File 1 Click Tools gt Mass Document Operations 2 In the Operation group box click Delete 3 In the Selection Method group box click Use Documents Listed In A File 4 Specify the name of the file that contains the list of documents you want to delete gt click Next Creating and Working with Documents 329 If the file you specify is a log file from a previous delete operation you can click Process Errors Only and GroupWise will process only the documents that generated errors during the previous session 5 Specify the directory where you want to save the log file 6 You can click Generate A Log File Without Performing the Delete Operation to
232. k In Progress or Trash folders To delete a folder that is shared with you right click the folder gt click Delete gt Yes If you mistakenly delete your Sent Items or Task List folder see Restoring Your Sent Items or Task List Folder on page 125 for information on how to re create it Creating a Personal Folder 1 In the Folder List click File gt New gt Folder 2 Make sure Personal Folder is selected gt click Next 3 Type the name and description for the new folder 4 Click Up Down Right or Left to position the folder where you want it in the Folder List gt click Next 5 Specify the display settings for the folder gt click Finish If you create a folder then decide you want it in a different position drag the folder to a new position in the Folder List Managing Your Mailbox 123 Creating a Shared Folder 4 In the Folder List click File gt New gt Folder 2 Click Shared Folder gt Next 3 Type a name and description for the new folder 4 Click Up Down Right or Left to position the folder where you want it in the Folder List gt click Next a Specify the display settings for the folder gt click Next 6 In the Name box start typing the name of the user 7 When the user s name appears in the box click Add User to move the user into the Share List 8 Click the user s name in the Share List 9 Select the access options you want for the user 10 Repeat Steps 6 9 for each user you wan
233. k Next 14 Type a name for the shortcut such as Remote 45 Click Finish Setting Up Multiple Remote Mailboxes On a Shared Computer These steps should be completed by each user who is setting up a Remote Mailbox on the shared computer Before you begin make sure GroupWise is installed on the shared computer 1 Run GroupWise in Online mode gt click Tools gt Hit the Road 2 To create a Remote Mailbox setup diskette click Another Machine 3 Log in to Windows on the shared computer using a unique username 4 Insert the setup diskette into the shared computer gt run SETUP EXE from the diskette 5 Select a folder for your Remote Mailbox files gt click OK This folder should not be shared with other users 6 To run GroupWise against your Remote Mailbox each user should log in to Windows with a unique username before starting GroupWise Specifying Remote Properties You can change the way Remote mode is set up including your connection time zone how often to send retrieve items system information delete options signature and so forth in Remote Properties For information about changing your connections see Configuring Your Remote Connections on page 228 Using Remote Mode 217 Specifying Time Zone Settings The items in your Calendar are scheduled according to the time zone settings in the Windows Date Time Properties You can access this dialog box in Remote Properties on the Server tab If you use GroupWise
234. k box 5 To remove or show the Mode drop down list deselect or select the Show Login Mode Drop Down List check box 6 Click the Customize tab 7 Toadda button click a category in the Categories list box gt click a button in the Controls box gt click Add Button gt click OK Categories are menu titles in the Main Window The buttons in the Controls box correspond to features found under the menu title For example the buttons for the File category are actions under the File menu opening views printing saving and so on Moving or Deleting a Toolbar Button 1 Right click the toolbar gt click Properties gt click the Customize tab 2 To remove a button from the toolbar leave the Toolbar Properties dialog box open gt drag the button off the toolbar in the Main Window or 354 User s Guide To move a button on the toolbar leave the Toolbar Properties dialog box open gt drag the button to a new location on the toolbar in the Main Window 3 Click OK Customizing Your Library Settings GroupWise lets you customize settings for the libraries where you store and create documents You can specify a default library default sharing rights default document properties layout such as the order and size of fields and default values for document properties You can also specify whether you want to use the short or long form of the property sheet The library and property settings you specify only affect your library setup Y
235. l groupwise remote C Remote mailbox path novell groupwise remote Cancel 3 Type your user ID in the User ID box 4 Click the Password box gt type your password gt click OK Bypassing Your GroupWise Password If you have a password but do not want to be prompted for it every time you start GroupWise you have several options The availability of these options depends on the platform on which you run GroupWise the options your system administrator has set and other products you have installed 36 User s Guide Remember My Password When you run GroupWise on Windows 95 or higher are logged in to the network as yourself and have selected this option in Security Options or during login you will not be prompted for your password on the current workstation Windows remembers the password Your system administrator can disable this option No Password Required With NDS When you are logged in to NDS as yourself on any workstation and have selected this option in Security Options you will not be prompted for your password Because NDS has identified you the password is not required Use Novell Single Sign on When you are logged in to NDS as yourself on any workstation where Novell Single Sign on is installed and you have selected this option in Security Options or during login you will not be prompted for your password Novell Single Sign on locates your stored password If other users log in to Group Wi
236. l item is removed from your Mailbox and the new item is added in the appropriate location such as the Calendar When you change an item GroupWise displays the default item view selected in Environment Options Changing an Item in Your Mailbox to Another Type of Item 4 In your Mailbox click the item you want to change 2 To change the item to a posted item of another type click Edit gt Change To gt click an item type Switch the contents of this item to a reminder note Ox File Edit View Actions Tools Accounts Window Help Mod Cut Cub ox Custom Settings Y a 3 Q l E Se gt oy Copy GFE Paste GAFN From Subject Date a Select All Ctrl4 A amp Fatima Haughey What s a good time 04 25 01 09 34AM RE cone Fatima Haughey Re What s a good time 04 25 01 09 35AM Delete Del Ee Ricky Steadman Customer Satisfaction Reports 04 25 01 09 37AM Delete and Empty Shift Del Es Colleen Bolton Final Test Plan 04 25 01 09 384M Undelete EE Colleen Bolton Re Final Test Plan 04 25 01 09 39AM S Empty Trash EJ Martha de la Torre Bagels and doughnuts this morning 04 25 01 09 47AM ME Submit your vote for Employee oftl 04 25 01 12 00PM Folders Project 91 Notes 04 25 01 12 39PM Mad Test new scenarios 04 26 01 01 30PM Find Text FZ Project status report due this Friday by m 04 27 01 08 004M Find Wex Ej Mane lan Proj 690 Core Team Meeting 04 30 01 11 06
237. larm goes off 4 Click Set If Alarm is dimmed make sure that the appointment time hasn t already passed To remove an alarm that has been set for appointment click the appointment gt Actions gt Alarm gt Clear Specifying How Long Before an Event the Alarm Sounds 4 Click Tools gt Options 2 Double click Date amp Time gt click the Calendar tab gt make sure Set Alarm When Accepted is selected 3 Specify the number of minutes before an event that you want an alarm to sound Using Your Calendar 117 Date Time Options a a a a d a m x cma 4 Click OK Sending an Alarm to an Electronic Pager You can set an alarm in your mailbox or calendar to notify you about the status of a message through an electronic paging device Notify must be running for you to receive notification of alarms incoming items or a change in status of outgoing items The GroupWise Pager Gateway must be installed in your GroupWise system for this alarm to work 1 Make sure Notify is running 2 Right click on the Windows taskbar gt click Options 3 Click the Alarms tab 118 User s Guide GroupWise Notify Options Pade a e M M o o 4 Click Send to Pager 5 Use the standard Group Wise Pager Gateway addressing syntax to enter the address of your electronic pager Contact your system administrator regarding the availability of the GroupWise Pager Gateway and how to conf
238. lbox or Calendar view Creating a Rule 4 Click Tools gt Rules gt New New Rule 21x Rule name When event is a Newltem Anditems are V Received M Sent f Posted I Draft If conditions are optional Item types Define Conditions T Mail ct on all items F Appointment T Task F Reminder note T Phone message Appointment conflict exists Does not matter Yes or No y Then actions are Add Action Eqit Actor Cancel 2 Type a name in the Rule Name box 3 Click the When Event Is pop up list gt click an event to trigger the rule 4 Ifyou clicked New Item Startup Exit or User Activated click one or more sources for the item For example click Received and Posted or If you clicked Filed Item Open Folder or Close Folder click the folder icon gt a folder gt OK to display the folder name 142 User s Guide 5 7 Click one or more types of items you want the rule to act on in the Item Types list If you want to further restrict the items affected by the rule click Define Conditions gt click the appropriate options gt OK For more information see Limiting Items Affected by a Rule on page 144 Click Add Action gt click the action you want the rule to perform Some actions such as Send Mail and Reply require you to fill in additional information Click Save For a rule to function it must be enabled See Enabling or Disabling a Rule
239. lete Only requests that haven t been sent to the Group Wise system and have the Waiting to be Sent status can be deleted If you ve already sent a request to the Group Wise system you cannot cancel the request Limiting the Items You Retrieve You can save time and disk space by restricting the items you retrieve from your Online Mailbox 1 If you re running GroupWise in Online mode click Tools gt Hit the Road gt type your Online Mailbox password gt select a connection phone number if prompted gt click OK or If you re running GroupWise in Remote mode click Accounts gt Send Retrieve gt GroupWise Options 2 To retrieve messages make sure Items is selected If you are in Remote mode and only want to download new items select New Only Select Advanced Using Remote Mode 223 Retrieve Options 3 Select Get Subject Line Only This retrieves only the Subject To CC and BC text or Select Get Contents If Smaller Than gt specify size limits in the Message Text Attachments and or To CC BC text boxes If you retrieve an item that exceeds one of the size limits the part of the item that exceeds the limits will not be retrieved For example if an attachment exceeds the size limit only the message text and addressing field information will be retrieved To retrieve the attachment double click the attachment icon in the opened item Click Yes when prompted whether you want to retrieve the attach
240. lists all the applications that are registered as having templates in your Windows registry file GroupWise Templates You can select GroupWise templates to use a document in the library as the foundation of a new document You can make any document a template and you can use these templates as the foundation for new documents All documents have a document type memo expense report letter template and so on When document type is a template the document appears in the Templates list Files as Templates File templates are documents that are not in the library You can select a file anywhere on your system and use it as a foundation for a new document If a document already exists in the library and you just want to create an item for it in your Mailbox click File gt New gt Document Reference You can also use Find to locate a document and then drag the document to your Mailbox or folder Creating a Document Using an Application s Template You can create a document using an application s default template For example you can select Word to create a new Word document 4 Click File gt New gt Document 2 Click Select an Application gt click the application you want to use as a template in the Applications list box gt click OK The Applications list box contains all the applications that are registered as having templates in your Windows registry file 3 Type a subject for the document To specify additional
241. ll Owner Harry Wong Press the button to see a summary of this address book s contents Description rs OK Cancel 3 To view the number of individuals resources companies and so forth click Contains If the address book is large this may take some time The status bar measures the progress of this operation 4 To add or modify a description for the address book click in the Description box gt type or edit the description 5 Click OK to save your changes and close the Properties dialog box or Click Apply to apply your changes and keep the Properties dialog box open Sharing an Address Book with Another User 210 User s Guide 4 Click the tab of the address book you want to share If the tab is not visible the book is not open Click File gt Open to open it 2 Click File gt Sharing 3 Click the Shared With radio button 4 Type the name of the person with whom you want to share the address book gt click Add User Name Completion works in the Name box Begin typing the name and Name Completion will complete it You cannot share address books across external domains 5 Click each user s name in the Share List gt assign him or her Access rights Tools Contacts Properties 27 x General Sharing Not shared Shared with Name Add User deanie Yacoub 3 Remove User Share list Name Status Access gt Heres ACCESS pedo Alread
242. ly turn this option on and off click Accounts gt Auto Send Retrieve It is active when a check mark is displayed Downloading Only the Header Subject for IMAP4 Accounts 4 Click Accounts gt Account Options 2 Click the IMAP4 account gt click Properties 3 Click the Advanced tab IMAP Account Properties a 21xj General Server Connection Advanced Signature Root folder path Y Only show subscribed folders IV Download headers only I Download new items only IV Send Retrieve when folder is selected Remove items from trash as they are deleted Incoming mail server IMAP4 fi 43 I Use SSL Certificate Outgoing mail server SMTP 25 Use Default I Use SSL Certificate Temporary session only certificate y Use Default Temporary session only certificate 1 3 Minutes to wait for server to respond Download extemal file bodies I Detailed error messages 4 Select Download Headers Only 5 Click OK gt Close After downloading the headers subjects of items you can download the complete item by opening the item while you are connected to the Internet Sending an Item from a POP3 IMAP4 Account 4 In an item you want to send click the arrow under the Send button gt the account from which you want to send or In an item you want to send click Actions gt Send Using gt the account from which you want to send The From name associated with that account will be in the From box o
243. me Path to post office a Cancel Disconnect method When all updates are received Do not wait for responses C Manually 4 Type a descriptive name for the network connection 5 Type the path to any post office directory in your GroupWise system Contact your system administrator for the path to your post office You can also connect to any post office in your GroupWise system to access your Online Mailbox You don t need to connect to the post office containing your Online Mailbox 6 Click a disconnection method gt OK gt Close Copying a Remote Connection 4 Click Accounts gt Send Retrieve gt GroupWise Options 2 Click Configure gt Connect To gt the connection gt Copy 3 Modify the connection gt click OK Using Remote Mode 233 Editing a Remote Connection 1 Click Accounts gt Send Retrieve gt GroupWise Options 2 Click Configure gt Connect To gt the connection gt Edit 3 Make the necessary changes gt click OK Deleting a Remote Connection 1 Click Accounts gt Send Retrieve gt GroupWise Options 2 Click Configure gt Connect To gt the connection 3 Click Delete gt Yes Specifying Your Remote Location 4 Click Accounts gt Send Retrieve gt GroupWise Options gt Configure Novell GroupWise Properties Default Location v Modem St Louis 1 555 111 2222 AA Modem e onmes tirauah mvlGcalleres hetvors E modern ang iphone lite m
244. meets those conditions When you create a rule you must do the following Name the rule Select an event The event is the trigger that starts the rule Select the types of items that will be affected by the rule Add an action The action is what you want the rule to do when it is triggered Save the rule Make sure the rule is enabled You can specify many more options to limit which items a rule affects For example you can apply a rule to only accepted appointments to items with a certain word in the Subject box or to items with a high priority Use Define Conditions to limit your rules further See Limiting Items Affected by a Rule on page 144 Actions a Rule Can Perform Action Result Send Mail Sends a prepared mail message to the recipients you specify when the rule conditions are met For example ifyou need to inform your boss each time you receive a monthly report from another group of people you can have a rule send a message as soon as you receive the report Forward Forwards items to one or more users when the rule conditions are met For example if you are on a core team you can have a rule forward meeting minutes to extended team members Delegate Delegates an appointment reminder note or task to another user when the rule conditions are met For example if someone is covering for you while you re away from the office your rule can delegate appointments tasks or reminder no
245. ment 4 If you did not select New Only in Step 2 click the Retrieve Items and Folders tabs to specify more options 5 Click OK 6 Click Connect or Finish You can retrieve items that were not completely downloaded later 224 User s Guide Retrieving Items That Were Not Completely Downloaded 1 Select the items in your Remote Mailbox 2 Click Accounts gt Retrieve Selected Items 3 To connect immediately to your Online Mailbox click Connect Now or To create the request but not send it click Connect Later This way you can wait until you have several requests and connect later Using Busy Search in Remote Mode 1 Create a new appointment 2 To select the first possible meeting day click the calendar icon gt a date gt OK 3 Click Busy Busy Search 2 x r Start Busy Search To begin the Busy Search immediately press z Connect Now To start the Busy Search the next Connect Later time you connect press Connect Later r Connecting From Default Location To 15551112222 Configure 4 To immediately connect to your GroupWise system and search for available times click Connect Now or To search for available times later click Connect Later Clicking Connect Later creates a Busy Search request but doesn t send the request to the GroupWise system You can save your appointment as a draft item in the Work In Progress folder until you are ready to send it When you
246. mes the library names in your GroupWise system may be different from the library names that display in WebPublisher You can locate the document copy the complete URL and send it to the users You can create a separate web page that contains links to your documents and supply users with that URL Each document published with WebPublisher must be indexed before it can be seen on the publishing site The Post Office Agent indexes documents at intervals set by the system administrator If you use Find to search for your document in GroupWise and the document is found in its library the document has been indexed Publishing a Document to the Web Before you publish a document to the Web make sure you meet all of the following prerequisites Check with your system administrator to see if GroupWise WebAccess and WebPublisher are available before attempting to publish documents Make sure you are the author of the document or that the creator of the document has given you rights to modify the document Ifyou do not know the name of the GroupWise WebPublisher username on your system ask your system administrator If there is more than one GroupWise WebPublisher username make sure you have the correct username for your publishing purposes 4 Click the document reference for the document you want to publish 2 Click File gt Properties gt the Sharing tab Document 10 2 x Document Version Sharing A
247. more Icon Description Appears next to an item you have sent It indicates that El GroupWise could not deliver the item to one or more recipients Appears next to a task or an appointment you have sent Next o a task it indicates that at least one recipient deleted the tas E to a task it indicates that at least ipient deleted the task without marking it Completed Next to an appointment it indicates that at least one recipient deleted or declined the appointment without accepting it Appears next to an item you have sent Next to an appointment it indicates that not every recipient has accepted the y p p appointment Next to a task it indicates that not every recipient has completed the task Next to other item types it indicates that not all recipients have opened the item or that not all recipients have deleted the item P One or more attachments are included with the item d One or more sound annotations are included with the item or the item is a voice mail message A Draft item A Appears next to an item you have sent It indicates that GroupWise successfully delivered or transferred the item to all the recipients pul Posted item Specific version of a document Official version of a document 8d Unopened discussion topic posted in a shared folder 98 Opened discussion topic posted in a shared folder Unopened mail message with a low standard or high priority Opened mail message with a low standard
248. mport 274 User s Guide Type a file extension such as DOC or WPD in the File Name Filter text box if you want to import specific types of files from the selected folder or folders gt click OK 3 Click Next Create Document References x Cc laying documents in a folder N ove I Display documents in folder Select folder for document references 5 O 9 Mailbox Sent Items EM Calendar 3 0 B Documents f f Ay Authored Ay Default Library Task List Es Work In Progress E M amp Cabinet O Project 2003 xl lt Back Cancel lt 4 Ifyou want Group Wise to create document references for each document click Display Documents in Folder gt click the folder where you want to store the document references or If you do not want to create document references click Import without Displaying Documents in a Folder If you don t create document references during the import you can create them later using File gt New gt Document Reference 5 Click Next 6 Click Finish to begin the import GroupWise copies the documents into the specified library You can also import a document by dragging it from a window or your desktop to a GroupWise folder Creating and Working with Documents 275 Importing Documents Using Custom Import 276 User s Guide 1 2 6 7 Click File gt Import Documents Click Add Individual Files gt select the files you want
249. n New Version New Document What It Does Updates the version of the document that you are checking in Creates a new version of the document Creates a document and lets you specify new document properties for it Checking in a Document and Leaving a Copy in the Check Out Location 1 Click the document reference in your Mailbox 2 Click Actions gt Check In Creating and Working with Documents 293 Check In 27 xi Check in method Checkin In Check in and move document y Close Check in as _ amp Checked out version y Remove Documents to be checked in Wer 1 Department Teleworking Ver 3 Official Project 91 Notes List of documents O Shaw orinal list Show all checked out documents in selected library Select library Manufacturing Library Default y Checked out location and filename e windows temp 2435 C htm Browse 3 Click the Check In Method drop down list gt click Check In and Copy Document 4 Click the Check In As drop down list gt click a version 5 Inthe Checked Out Location and Filename text box specify the path and filename of the document you are checking in 6 Click Check In Checking in an Unchanged Document 1 Click the document reference in your Mailbox 2 Click Actions gt Check In 3 Click the Check In Method drop down list gt click Check In Only 4 Click Check In GroupWise checks in the document without saving changes made whil
250. n close your folder list to leave more room for other views such as the Calendar in the Main Window Click View gt Folders List to open or close the Folder List display Here is what you ll find in each of the default folders Folder Icon or Name Explanation Your user folder indicated by your name represents your GroupWise database All folders in you Main Window are subfolders of your user folder P Your Mailbox includes all items you ve sent and received Use the Display drop down list to view only sent items or received items The Sent Items folder displays everything you have sent to other users It is a Find Results folder which means that when you open the Sent Items folder GroupWise searches your user database for all items you have sent regardless of which folders they are in and displays them in the Item List For more information about Find Results folders see Understanding Find Results Folders on page 124 If you inadvertently delete the Sent Items folder you can restore it by creating a new Find Results folder with the same properties as the original Sent Items folder If you delete an item from the Sent Items folder it is also deleted from its original folder m The calendar view in the folder list shows several tabbed calendar view options Getting Started 21 Folder Icon or Name Explanation Your Documents folder contains references to documents that you have created or opened I
251. name for the publishing site from which you want to unpublish the document 1 Click the document reference for the document you want to unpublish 2 Click File gt Properties gt the Sharing tab 3 Click the GroupWise WebPublisher username in the Share List 4 Deselect View gt click OK If you want to remove the document entirely in addition to unpublishing it delete the document from the library Viewing the History of a Document 286 User s Guide You can use the activity log to view the activity history for a document The activity log displays the date and time an activity occurred the name of the user who performed the activity the type of activity opened checked out deleted and so forth and the document version affected by the activity You can display the activities associated with the selected version of a document or you can display the activities associated with all versions of a document The most recent document activities display at the beginning of the list Document activity is also logged when you re using Remote mode however you can only view remote activities from the activity log in your Remote Mailbox Viewing the Activity Log for Deleted Documents When you delete a document GroupWise keeps a copy of the activity log for that document This makes it possible for you to view the events that took place before the document was deleted In addition the system administrator can use this information
252. navailable Phone messages are stored in the recipient s Mailbox You can change the phone messages you receive into tasks reminder notes or other posted item views This way you can leave a record of the conversation on the date it was held reminder note or create a to do item to complete at a later date task See Changing Item Types on page 77 1 Click File gt New gt Phone Message You can place a New Phone Message button on the toolbar See Customizing the Toolbar Display on page 29 amp Phone To Ox File Edit View Actions Tools Accounts Window Help ENEE Ys ER Abella Ral To rT Caller Company Phone x F Telephoned Please call Cancel F will call again F Returned your call F Wants to see you f Came to see you El F Urgent gt Address Message Attach From falecia Mendenhall 2 In the To box type the user s name gt press Enter Repeat for additional users If necessary type usernames in the CC and BC boxes or To select usernames from a list click Address gt double click each user gt click OK 3 Type the name company and phone number of the caller 4 Click the check boxes that apply to this phone message 42 User s Guide 5 Type the message in the Message box 6 Click Send Changing the Font of Items You Send The recipient of an item will see the changes you make in Plain Text view if he or she views the item in Plain Text view
253. nch Director of y 1 Cancel Dral ja Remove Information ose list lt lt Save Group If multiple users are listed in the To CC BC or From boxes of a message click the box to open the list ofusers gt select one of them gt position the mouse pointer over the selected user Quick Info is enabled by default To disable Quick Info 4 Click Tools gt Address Book 2 Click View gt Disable Quick Info Searching for Users and Resources You can quickly find entries in an address book by using the Search List You can also specify search criteria by defining one or more filters For example you can define a filter which displays only entries with last names that begin with D When you begin typing a name in the To CC or BC boxes of an item you are creating Name Completion tries to complete the name for you It searches the address books in the order you specify in the Name Completion Search Order dialog box for entries that match what you re typing If Name Completion finds the name you are looking for you can stop typing If Name Completion doesn t find it continue typing Name Completion searches again after each new character you type If Name Completion finds a name that is close to but doesn t exactly match the one you are looking for Using the Address Book 183 you can use the Up or Down arrows to scroll to adjacent names in the Address Book You can tell Name Completion to search your addres
254. nd Empty and Manage Library Size to remove items from your Remote Mailbox Deleting Items from Your Remote Mailbox In Remote mode you can delete items retract items and empty the Trash the same way you would in the Online mode Use Delete and Empty to free up disk space Using Remote Mode 227 4 Click the item in your Mailbox 2 Click Edit gt Delete and Empty This permanently removes the deleted item from your Remote Mailbox It does not send the item to the Trash 3 To synchronize your Remote and Online Mailboxes connect to your Group Wise system If you don t want to synchronize deletions between your Remote Mailbox and Online Mailbox click Accounts gt Account Options gt double click the Remote account gt click the Advanced tab gt click the delete options you want gt click OK Deleting Unneeded Documents from Your Remote Library Deleting files from your Remote Library will not remove them from the Master Library It will also not remove the document references for the deleted documents The files are removed only from your Remote Mailbox freeing disk space for you 1 In Remote mode click Tools gt Manage Library Size 2 Click the documents you want to delete gt click Delete 3 When you re done click Close If you delete an In Use document the status of the document in the Master Library is reset to Available the next time you connect to your Online Mailbox Configuring Your Remote Connections
255. not support wildcard characters Items where the To field begins with cli such as Client Group or Clive Winters Items where the Subject line reads Customer Reports Items that were sent today Items that were sent yesterday or later Items that were sent later than but not including yesterday Tasks that are due before tomorrow Tasks that are due tomorrow or earlier Tasks that are due between and including today and three days after today Tasks that were due between and including today and three days before today Operator On Date gt After Date gt On or After Date lt Before Date lt On or Before Date Example Created 5 29 01 Created gt 5 29 01 Created gt 5 29 01 Created lt 5 29 01 Created lt 5 29 01 Result Includes Items that were created on May 29 2001 Items that were created after May 29 2001 Items that were created on or after May 29 2001 Items that were created before May 29 2001 Items that were created on or before May 29 2001 Understanding Filter and Rule Fields The following table explains many of the fields available to you when you re creating a filter or a rule Other user defined fields may also be available Field Name Assigned Date Attachment List Attachments Author BC Caller s Company This Field Refers to The start date of a task Types of attachments such as files sounds mov
256. nt 2 e a 68 Checking the Status of Yourltems 2 0 e e 69 Managing Received Items 2 e 70 Reading Items You Receive su reao e 70 Changing the Font of Items You Receive 2 2 4 eo 73 Replying to Items You Receive 2 2 a 73 Forwarding Items to Other Users 2 2 ee 75 Changing ltem Types 2 9 e me eee el ae a aE ee AA a 77 Delegating IteMSix ccoo RR Bk RL A Bo Bole RO ke a 79 Sending and Receiving Items in HTML 2 0 e e e 80 Scheduling Group and Posted Items 83 Scheduling Appointments 2 2 aaa a 83 Scheduling an Appointment for Other Users 0 2 000200 00004 84 Rescheduling an Appointment 0 00000 eee ee 85 Canceling an Appointment a 86 Scheduling an Appointment for Yourself 2 a 86 Checking When Everyone Is Available 0 o ee 87 Formatting Your Appointments in ICAL o o e e 89 sending Tasks 3 5 5 esia e e e ee a ore ee 90 Assigning a Task to Other Users e eee ts 90 User s Guide Assigning a Task to Yourself o e e 91 Marking Tasks Completed a 92 Sending Reminder Notes 2 2 2 naa aa 93 Scheduling a Reminder Note for Yourself 2 2 aa et 93 Scheduling a Reminder Note for Other Users 2 0 2 ee 94 Accepting or Declining Scheduled Items 2 2 0 e e e
257. nt two ways you can open the document as a read only file in the application or you can open the document in the GroupWise viewer GroupWise sets the status of the selected version as In Use while you have it open This status locks the selected document version and prevents other users from editing it while you have it open When you exit the document the In Use status is removed and the version is unlocked If you want to lock a version of a document for multiple editing sessions use Check Out Check Out lets you copy the selected version of a document to another location and it remains locked until you check it in For more information see Checking Out Documents on page 288 Opening Read Only Documents If you don t have Edit rights to a document you can open a read only copy of the document in an application This makes it possible for you to see graphics and layout elements which may not display correctly in the GroupWise viewer If you have Edit rights to a document read only documents are also a useful way to view a document if it is marked In Use or if it is checked out You can only open one read only document at a time in each application Opening Documents in Non Integrated Applications If you are using non integrated applications most Windows 3 1 applications MS DOS applications and many Windows 95 applications GroupWise copies the document back to the library when you close the application not when you clo
258. ntaining the search terms where and are treated as wildcard characters For example WILDCARD jo n finds john joan and join The available operators depend on the field you have selected in the first drop down list Operator Equal To Not Equal To lt Less Than lt Less Than or Equal To gt Greater Than Example Result Includes Item Type Mail Only mail messages Item Type Appointment All item types except appointments Items in which fewer than 4 recipients accepted Number Accepted lt 4 Items in which 4 or fewer recipients accepted Number Accepted lt 4 Number Read gt 6 Items that more than 6 recipients read Operator gt Greater Than or Equal To Equal to Field Not Equal to Field lt Less Than Field lt Less Than or Equal to Field gt Greater Than Field gt Greater Than or Equal to Field Includes Does Not Include Example Number Read gt 6 Number Accepted Total Recipients Number Read Number Accepted Number Opened lt Total Recipients Number Opened lt Total Recipients Number Opened gt Number Deleted Number Opened gt Number Deleted Item Status Completed Item Status Accepted Result Includes Items that 6 or more recipients read Items in which the number of recipients that accepted equals the total number of recipients Items in which the number of recipients who read the
259. nts You can schedule the date time and location for the meeting You can use posted appointments to schedule personal events such as a doctor s appointment a reminder to make a phone call at a certain time and so forth See Scheduling Appointments on page 83 Working with Items in Your Mailbox 39 Task A task lets you place a to do item on your own or on another person s Tasks List You can schedule a due date for the task and include a priority such as A1 Uncompleted tasks are carried forward to the next day See Sending Tasks on page 90 Reminder Note A reminder note is posted on a specific date on your own or another person s Calendar You can use reminder notes to remind yourself or others of deadlines holidays days off and so forth Posted reminder notes are useful as reminders for birthdays vacations pay days and so forth See Sending Reminder Notes on page 93 Phone Message A phone message helps you inform someone of a phone call or visitor You can include such information as caller phone number company urgency of the call and so forth You cannot answer your phone from a phone message See Sending Phone Messages on page 42 Sending Mail Messages 40 User s Guide A mail message has a primary recipient subject line date and can be carbon copied and blind copied to other users You can also attach files document references sounds movies and OLE objects to your mail messages
260. o another user use Delegate When you delegate an item a Delegated status is placed in the item s Properties window letting the sender know you have transferred responsibility for the item to another person Forwarding an Item as an Attachment to a Mail Message 1 Open the item you want to forward 2 Click Forward or Click the arrow under the Forward button gt select Forward as Attachment 3 Type a username in the To box gt press Enter Click Address if you want to search for a username in the Address Book Double click the username gt click OK 4 Click in the Message box then type a message optional 5 Click Send If you can t accept an appointment task or reminder note you can delegate the item instead of forwarding it Delegating places a Delegated status in the item s Properties window letting the sender know you have transferred responsibility for the item to another person Working with Items in Your Mailbox 75 Forwarding Multiple Items as Attachments to a Mail Message 1 Ctri click the items you want to forward in your Mailbox 2 Click Actions gt Forward as Attachment 3 Type a username in the To box gt press Enter Click Address if you want to search for a username in the Address Book Double click the username gt click OK 4 Click in the Message box then type a message optional 5 Click Send If you can t accept an appointment task or reminder note you can delegate the item instead
261. o dE 168 Deleting a Filtera rel Los ro Ge ee eg A 168 Narrowing Your Filters suni een 2 bere ack Bate Gr Ee Shee as Bae a ea 168 Using Filter and Rule Wildcard Characters and Switches 169 Using Filter and Rule Operators aoaaa e 170 Understanding Filter and Rule Fields o e e 173 Using the Columns in Your Mailbox 2 o o e 178 Changing Columns in Your Mailbox o eo e eo 178 Resizing the Columns in Your Mailbox e a 179 Sorting Items in Your Mailbox by Column o o e e 179 Contents 9 7 Using the Address Book 181 Quick Nior 2 cea woke af ake Bee Beh ERS EA ea a ee Ae SE anat 182 Searching for Users and Resources aoao a e 183 Searching for User Resource Organization and Group Addresses 184 Using Filters to Narrow an Address Search 1 2 184 Defining Name Completion Search Order 2 2 0 02 e ee 185 Using LDAP in the Address Book 2 e a 186 Adding a Directory Service to an Address Book 2 0 020000 eee 186 Searching for a Person Through a Directory Service 0 187 Modifying the Properties of a Directory Service 0 o e 0 ae 188 Specifying the Search Criteria a Directory Service Uses 188 Changing the Length of Time a Directory Service Searches 18
262. ocument rights When you delete the document from the folder the reference is removed from the folder but the document remains in the library When you delete the Creating and Working with Documents 295 document version from the library the selected version of the document is removed from the library and the document reference is removed from the folder When you delete all versions of the document in the library all versions of the document are removed from the library and the reference is removed from the folder When you drag a document reference to the Trash folder the document reference is deleted but the document in the library is not deleted Deleting Documents According to Document Type You can delete documents in your folders or you can let GroupWise automatically delete documents which have exceeded their defined document life Group Wise removes documents based on the document type assigned to the document on the Document tab in Properties Each document type has an expiration date and a expiration action associated with it The system administrator defines the expiration date and action delete or archive when he or she creates the library Deleting Groups of Documents You can delete a group of documents using the Mass Document Operations wizard To delete a group of documents you must have Delete rights to each document or you must have Manage rights and be a librarian for the library For more information see M
263. oes This Qu Displays a login dialog box whenever you open GroupWise allowing you to supply any necessary login information u USER ID Lets you use your GroupWise user ID to open GroupWise as yourself on another user s computer The other user remains logged on to the network Ibl Prevents the GroupWise splash screen from being displayed when you enter the program Ic Checks for unopened items If there are unopened items GroupWise opens as usual Otherwise GroupWise does not start cm Checks for unopened items If there are unopened items GroupWise opens minimized and a beep sounds Otherwise GroupWise does not start liabs Initializes the Address Book when GroupWise starts lipa ip_address_or_name Lets you specify the IP address x x x x or the name of the IP address when you are running in client server mode ipp port_number Lets you specify the IP port when you are running in client server mode Customizing GroupWise 357 358 User s Guide This Startup Switch Does This l xx Applies only if you have two or more language versions or language modules This switch instructs GroupWise to override the default environment language under General Environment in Options with the language specified by the language code xx The language codes are listed in the table below lla network_id Lets you log on to another user s computer using your network ID The other user remains logged on to the n
264. of every month but only if the 15th is a weekday you could enter either of the following formulas 15 amp mon fri 15 mon fr1 This formula means that all scheduled days must fall on the 15th of the month and must be a day from Monday to Friday Another way of describing the formula is that all scheduled days must fall on the 15th of the month and must be a Monday or Tuesday or Wednesday or Thursday or Friday Periodic Operators The three periodic operators are Every Starting and Ending Use Every in combination with Starting and or Ending to schedule days at regular intervals beginning on a specific date and or ending on a specific date For example suppose you want to schedule a meeting for once a week starting on March 3 2002 and continuing through June 11 2002 You could use the following formula every 7 starting mar 3 2002 ending jun 11 2002 The formula will schedule every seventh day starting with March 3 2002 and ending with June 11 2002 The starting date is always scheduled as the first day and the ending date is scheduled only if it naturally falls at the Every interval If you do not use both the Starting and Ending operators the starting or ending date is the first or last date in the Calendar file For example examine the following formula every 7 starting mar 3 2002 The above formula schedules every seventh day starting on March 3 2002 and continuing to the last date in the Calendar file The Every command
265. on page 121 Chapter 7 Using the Address Book on page 181 Chapter 8 Using Remote Mode on page 213 Chapter 9 Using Caching Mode on page 237 Chapter 10 Using Newsgroups on page 243 Chapter 11 Sending Secure Message S MIME on page 251 Chapter 12 Creating and Working with Documents on page 261 Chapter 13 Customizing GroupWise on page 343 Appendix A GroupWise 6 User s Guide Updates on page 361 Documentation Conventions In Novell documentation a greater than symbol gt is used to separate actions within a step and items in a cross reference path A trademark symbol a etc denotes a Novell trademark An asterisk denotes a third party trademark GroupWise 6 User s Guide 17 18 User s Guide Getting Started This section gives you a brief overview of the GroupWise client Welcome to GroupWise Group Wise is a robust dependable messaging and collaboration system that connects you to your universal mailbox anytime and anywhere Starting GroupWise To begin using GroupWise you or your system administrator must install Group Wise on your computer Your system administrator may prompt you to install GroupWise by using ZENworks Running the Setup Program 1 Ifyou are not automatically prompted to install GroupWise contact your system administrator to find out the location of the GroupWise client Setup program SETUP EXE 2 Make sure you are lo
266. opriate hardware and software drivers installed 1 In an open item drag CHF from the status bar onto any area of the view outside of the boxes If your computer has the appropriate hardware and software drivers the Sound Recorder dialog box will appear 2 Click the circle to begin recording the sound 3 Click the square to stop the recording 66 User s Guide 4 Click File gt Exit amp Return to GroupWise to close the Sound Recorder dialog box and attach the file to your message Managing Sent Items Confirming Delivery of Items You ve Sent Group Wise provides several ways for you to confirm that your item was delivered Track an Item You Sent You can check the status in the Properties window of any item you ve sent Right click the item gt click Properties The Properties window shows you when the item was delivered and opened in addition to other information Receive Notification When the Item is Opened or Deleted You can receive notification when the recipient opens or deletes a message declines an appointment or completes a task While composing a message click File gt Properties gt the Status Tracking tab gt the When Opened or When Deleted pop up list gt select how you want to receive notification Request a Reply You can inform the recipient of an item that you need a reply Group Wise adds a sentence to the item stating that a reply is requested and changes the icon in the recipient s Mailbo
267. or the custom field and stores it with the document in the new library however the value will not display in Document Properties until the system administrator adds that custom field to the destination library Notifying Authors and Users of Moved Documents When the move is complete GroupWise sends a message to you which contains a list of all the moved documents In addition GroupWise sends a message to the author of each moved document which shows the document s new location If a user is the author of multiple moved documents the message contains a list ofall his or her moved documents and the new location of the documents Other users who are not authors of the document are not notified that the document was moved Creating and Working with Documents 313 GroupWise automatically updates any document references to moved documents at the end of the move process However if a document reference is attached to a mail message GroupWise does not update the reference Instead when a user clicks the attached document reference a message displays that explains the document was moved and gives the new location of the document Moving a Group of Documents Selected with Find by Example 314 User s Guide 1 Click Tools gt Mass Document Operations 2 In the Operation group box click Move Mass Document Operations Tal EJOCESS errors ony 3 In the Selection Method group box click Use Find By Example To Select Documents
268. or high priority Unopened appointment with a low standard or high priority Getting Started 25 a D Description Opened appointment with a low standard or high priority Unopened task with a low standard or high priority Opened task with a low standard or high priority Unopened reminder note with a low standard or high priority Opened reminder note with a low standard or high priority Unopened phone message with a low standard or high priority Opened phone message with a low standard or high priority The sender has requested that you reply to this item The item can be a low standard or high priority This icon appears in a Busy Search If it appears to the left of a username or resource you can click a scheduled time across from the username or resource on the Individual Schedules tab to display more information about the appointment in the box below However the user or resource owner must give you appointment Read rights in their Access List before this icon appears See Adding and Removing Proxy Names and Rights in Your Access List on page 147 This icon appears on your Calendar An alarm is set for the item This icon appears on your Calendar The item is a group appointment reminder note or task This icon appears on your Calendar The item is marked private This icon appears on your Calendar You declined the item but didn t delete it Viewing Options in Your
269. or multiple items gt click Delete 130 User s Guide 4 Repeat Steps 2 and 3 until the storage size is below the limit set by your GroupWise administrator Archiving Items From Your Mailbox Using Mailbox Storage Size Information 4 Click Tools gt Mailbox Size 2 Click Trash Sent Items Received Items or Posted Draft Items When you select a view GroupWise searches for items in the selected folder and displays the items in descending order from the largest file size to the smallest You can click Stop Query at any time to stop the query 3 Select an item or multiple items gt click Archive 4 Repeat Steps 2 and 3 until the storage size is below the limit set by your GroupWise administrator Running Notify Notify is a program that works with GroupWise to alert you when you have new items placed in your mailbox when your outgoing items are opened or when you have an upcoming appointment When Notify is running b7 appears on your Windows taskbar Notify can alert you in four ways a sound a dialog box a small icon or by launching an application Each method is described in the following table Notify Icon on the Windows Taskbar Notify Sound Notification List An envelope appears over the Notify icon in the taskbar when you receive a new item or alarm If the Notify icon doesn t appear on the taskbar Notify is not running Notify plays a system beep or sound file when you receive an item When you
270. ory service to search for security certificates you must add the LDAP directory service to your Group Wise Address Book For more information see Adding a Directory Service to an Address Book on page 186 4 Click Tools gt Options gt Security 2 Click the Send Options tab 3 Click Advanced Options 4 Select Search for Recipient Encryption Certificates in the Default LDAP Directory Defined in LDAP Address Book 5 Click OK gt OK gt Close Selecting the Method Used for Encrypting Items 4 Click Tools gt Options 2 Double click Security gt click the Send Options tab 3 Click Advanced Options Click l gt an option for more information about each option 256 User s Guide Advanced Security Options ES m Encrypted item a Search for recipient encryption certificates in the default LDAP directory defined in LDAP Address Book Default encryption algorithm ac2 40 bits y Broadcast my preferred encryption algorithm in signed item as JRc2 40 bits y rm Signed item IV Send the message portion in clear text format clear signing IV Include my Certificate Authority s certificates r Certificate revocation IV Check incoming outgoing security item for revoked certificates IV Warn if revocation server is offline Warn if there is no certificate revocation information in certificates S MIME compliance check C Do not check certificate for S MIME compliance C Check certificate
271. ou can mark it Completed Tasks you mark Completed are not carried over to the next day on your Calendar Completed tasks are distinguished by a check mark in your Calendar Overdue tasks display in red If you mark a task Completed then realize you left some part of it incomplete you can unmark it Unmarked tasks display on the current day in your Calendar When you mark a task Completed GroupWise sends notification to the originator of the task if he or she selected return notification in Send Options A Completed status including the date and time the task was marked Completed is placed in the originator s Properties window Marking a Task Completed 92 User s Guide 4 Click Window gt Calendar 2 Select the check box next to the task To unmark a task that has been marked Completed deselect the marked check box next to the task Checking the Completion Status of a Task 4 Click the Sent Items folder in the Folder List 2 Click the task you want to check 3 Click File gt Properties Sending Reminder Notes Reminder notes are like mail messages except they are scheduled for a particular day and appear on the Calendar for that date You can use reminder notes to show vacations holidays pay days birthdays and so forth Scheduling a Reminder Note for Yourself Posted reminder notes are placed in your Calendar on the date you specify They are not placed in your Mailbox or in any other user s Mailbox 4 From your C
272. ou cannot modify other users settings Default Library You can change the default library When you create import or copy a document in GroupWise it is saved in the default library unless you specify a different library In addition Find searches for documents in the default library first See Specifying a Default Library on page 263 Default Property Values You can specify default values for the document property fields that can be edited The default values are used when you create a new document or import a document into the selected library If no default values have been specified for author and document type GroupWise uses the creator s name as the author and Document as the document type See Specifying Document Properties on page 264 Default Sharing Rights If you usually share your documents with the same users or groups you can specify default sharing rights for all the documents you create Once you ve specified default sharing rights GroupWise applies these rights to each document you create or import into the selected library See Specifying Default Sharing Rights for Documents on page 279 Customizing GroupWise 355 Document Tab Configuration The Document tab appears each time you create import copy or select Properties for a document You can specify which fields you want to display on the Document tab In addition you can specify the number of lines in each field the field s order on the
273. ou have a Windows NT workstation this is installed with Windows NT 4 0 Service Pack 3 You can update this provider by installing Internet Explorer 4 0 or higher You must also obtain a security certificate from an independent certificate authority Microsoft Enhanced Cryptographic Provider version 1 0 or higher If you have a Windows 2000 workstation you must install Microsoft s Windows 2000 High Encryption Pack before installing Internet Explorer 5 5 or later You can download this service pack from Microsoft s web site at http www microsoft com downloads http www microsoft com downloads If you have a Windows 95 Windows 98 or Windows NT 4 0 workstation with Service Pack 3 the enhanced encryption module is installed when you install a 128 bit version of Internet Explorer You must also obtain a security certificate from an independent Certificate Authority Adding Security You can add security to the items you send by digitally signing them and or encrypting them When you digitally sign an item the recipient is able to verify that the item was not modified en route and that it originated from you When you encrypt an item you are able to ensure that the intended recipient is the only one who can read it Sending Secure Message S MIME 251 252 User s Guide When you sign or encrypt items using GroupWise the recipients can read the items with any other S MIME enabled e mail product To find out more about S MIME and S M
274. ou often send an appointment to your work group you can include each co worker s address or name and a meeting place a resource in a personal group Groups are marked with the amp icon Creating and Saving a Personal Group 4 Click on the toolbar 2 If the Address List is not visible click Address List 3 Click To CC or BC gt double click or Ctrl click and drag the users and resources for your group to the Address List You can include users from different address books in one group Groups are marked with the icon 4 Type any comments you want in the Comments field You can add notes about the purpose of the group or include a list of the names in the group When you want to access the comments click Information in the address book window 5 Click Save Group 6 Specify a name and personal address book for the group You can use spaces or any characters in the group name You can save groups in personal address books only 7 Click OK Using the Address Book 189 Addressing Items to a Group 4 In an item view click Address e Address Book Beh File Edit View Address Help Novell GroupWise Address Book Hany Wong Frequent Contacts Novell LDAP Address Book Search List ar Name Completion Position 1 4 oe bc Name Office Phone Department Fax Number E Mail Addre Office Phone Department E Mail Address Colleen Bolton x11000 Development CBolton Development Provol Fatima Haughey x11022 Develo
275. our Group Wise password gt click OK The item is sent to the next user on the route 3 Click Close to close the item Viewing and Editing an Attachment to a Routed Item IMPORTANT To be able to edit attachments in a routed item you must have the GroupWise 5 5 Enhancement Pack or higher installed 1 In the routed item open the attachment in its associated application 2 Make edits 3 Save the file The file is saved to your computer s temporary files directory Working with Items in Your Mailbox 51 IMPORTANT Do not change the path or your changes will not be included when the routed item is sent to the next recipient 4 Close the application and then mark the item Completed Addressing a Routed Item with an Address Book 1 In a mail message or task click Address 2 Select the Routing Slip check box 4 Address Book OO x File Edit Yiew Address Help Novell GroupWise Address Book Tools Contacts Harry Wong Frequent Contacts Altem_4 gt M Routing Slip Search List Name Completion Position 2 Last 3 Houte Office Phone UserID Department Alecia Mendenhall Alecia Mend x11010 AMende Development Tester a Alfons Skoczylas Alfons Skoc x11014 ASkoczyl Development Engine Ana Dharmapalan Ana Dhar x11003 ADharma Development Tester 3 Bradley Gelsomino Colleen Bolton Colleen Bolton x11000 CBolton Development Engine Fatima Haughey Fatima Haug x11022 FHaughey Development En
276. ove the documents Moving a Group of Selected Documents 1 2 3 7 In your Mailbox or folders select the document references for the documents you want to move Click Tools gt Mass Document Operations In the Operation group box click Move In the Selection Method group box click Use Currently Selected Documents gt Next In the Select Library To Move Documents To list box click the destination library gt click Next Specify the directory where you want to save the log file You can click Generate A Log File Without Performing The Move Operation to see the outcome of the move without actually moving the documents If you are a librarian in the destination library you have two additional options on the Log page of Mass Document Operations Validate Document Property Fields lets you choose whether or not to validate the property fields of the documents you are moving Allow Documents With Validation Errors To Be Created or Updated lets you choose to bypass any validation errors Click Finish to move the documents Moving a Group Documents in a File 316 User s Guide 1 2 3 4 Click Tools gt Mass Document Operations In the Operation group box click Move In the Selection Method group box click Use Documents Listed in a File Specify the name of the file that contains the list of documents you want to move gt click Next You can specify any text file ASCII or ANST as the source file for a move
277. ovell GroupWise Novell GroupWise y John Smith John Smith U Kenichi Aoki Kenichi Aoki U Marina Sanchez Marina Sanchez R Conference Room One R Overhead Projector Delete all extra spaces at the end of each line gt save your formatted file with a NAB extension In GroupWise open the Address Book 8 To import the entries into a new address book click File gt New Book gt type a name gt click OK or To import the entries into an existing book open the book you want to import the names into 9 Click File gt Import gt select the address book file gt click OK Importing Information from a vCard To import information into an address book from a vCard you have received 1 Right click the vCard gt click Import 2 Click the address book where you want the information to be added gt click OK Displaying Different Information in the Address Book You can control which address book tabs are displayed in the main Address Book window by opening and closing address books For example you may have a personal address book for an account that you deal with only six months out of the year You can close it when you don t need it and open it again six months later You can also control the information that is displayed in a single address book In order for you to change displayed information in an address book that address book must be opened Address book
278. own list Reply Reply to Sender Include Message Reply to Sender Reply to All Include Message Reply to All 3 Type your message gt click Send If you reply to all recipients of an item and the original message included BC or CC recipients your reply will include the CC recipients but not the BC recipients Replying to an Item in a Shared Folder 1 Open or select an item in the shared folder 2 Click Actions gt Reply Reply RAEI r Options Repito orginal discussion topic Cancel Tio sender only Tia all sender and recipients Include message received from sender 3 Click a reply option You can reply to the original discussion topic rather than to the item you are reading Or you can reply to any item you are reading whether it s an 74 User s Guide original discussion topic or someone else s reply In both cases these replies are posted in the shared folder and not sent to individuals If you reply privately to the individual who wrote the item your reply is not posted to the shared folder 4 Click OK 5 Type your reply gt Post Forwarding Items to Other Users Use Forward to send items you receive and to send document references to other users You can forward one or more items as attachments to mail messages or you can place forwarded items in the Message box of a mail message If you receive an appointment reminder note or task that you want to assign t
279. pening Documents or wae ke Boa Bok E e Ok Ba e E 301 Opening a Doc ment si s ae ee ee ee ee ee e e 302 Opening Multiple Versions of a Document 2 0 2 0 0000 eee eee 302 Storing Multiple Versions of a Document 0 00000 eee eee 303 Creating a New Version of a Document a 303 Viewing Version Information for a Document 0 e e 304 Specifying the Official Version of a Document 0 0000 305 Managing Groups of Documents a 305 Preparing for a Mass Operation 0 o eo 306 Selecting Documents for the Mass Operation 200000 es 306 Acting as the Librarians lt lt ica a e ra oa a hs 307 Contents 13 13 14 Copying a Group of Documents 2 2 e 308 Moving a Group of Documents o 313 Changing the Properties of a Group of Documents o 317 Changing Sharing for a Group of Documents 0 0 000002 ee 322 Deleting a Group of Documents a aoaaa aa a 327 Viewing Documents When Your Network or GroupWise Is Unavailable 330 Enabling Document Echoing aoaaa a o 331 Deleting Documents from Your Remote Library 0 o 332 Integrating GroupWise with Your Applications 2 0 0 0 0 e 332 Integrating Applications During Setup o o e e o 333 Integrating Applications After Setup o
280. pment FHaughey Development Provol Harry Wong 11018 Development H Wong Development Provol Jeanie Yacoub x11019 Development 555 0010 JYacoub Development Prowo1 2 Proj 609 Testers E Project 2003 Te Walter Sanchez x11013 Development 555 0007 WSanchez Development Provol Close Sa Mai Add Remove Information Close List lt lt Gave Group 2 Select a group gt click To CC or BC 3 Repeat as necessary 4 Click OK to return to the item view Adding and Removing Names from a Personal Group 4 Click gt the tab of the address book the group is located in 2 Select the group gt click Edit gt Edit Group Groups are marked by the icon 3 Modify the group in the Address List The group entries appear in the Address List You can double click usernames in the address books to move them into the group or double click usernames in the Address List to remove them from the group 4 Add or change information in the Comments field 5 Click Save Group gt specify a new name for the group gt click OK or Click OK to save the group under its existing name 190 User s Guide Viewing Group Information 4 Click Z on the toolbar 2 Click a group gt click Information to view comments entered by the group s creator Information for Proj 609 Testers Name DK Pro 609 Testers Comment Cancel Edit Group Members of the Project 609 test team Prev Next il
281. pointment Time Zone ensures that the appointment in their Calendars and Mailboxes shows the correct Saskatchewan time 41 Open and create a new appointment 2 Click Actions gt select Time Zone gt click the Time Zone drop down list and select the time zone for the appointment location gt click OK Select Time Zone 27x Time Zone GMT 07 00 Mountain Time US amp Canada GMT 07 00 Mountain Time U GMT 06 00 Central Time US amp Canada GMT 06 00 Mexico City Tegucigalpa GMT 06 00 Saskatchewan GMT 05 00 Bogota Lima GMT 05 00 Eastern Time US amp Canada GMT 05 00 Indiana East GMT 04 00 Atlantic Time Canada GMT 04 00 Caracas La Paz GMT 03 30 Newfoundland 3 Click Send When the users you have scheduled with the Time Zone feature receive the appointment they will see a time annotation after the subject when they see the appointment in their Mailboxes For example if the subject of the meeting is Marketing Conference and the time zone is Saskatchewan users would see a subject and time annotation similar to the following Marketing Conference Saskatchewan In the users Calendars the place is annotated with the time zone rather than the subject Scheduling Recurring Items Use Auto Date to schedule recurring appointments tasks and reminder notes For example if you were responsible for scheduling a department meeting every other week you could create one a
282. ported deselect the Quick Import check box This lets you perform a custom import When you perform a custom import you can specify the following information Whether you want to copy or move the documents into the library Creating and Working with Documents 273 The filename and location of a log file for import status messages and errors The library where you want to store the documents Whether or not you want to create document references in a folder If you create document references you can specify which folder in the Folder List you want to store them in Whether you want to specify document properties for each document individually or have GroupWise create document properties using the default values Whether or not the current filenames will be used as part of the document subject Importing Documents Using Quick Import 4 Click File gt Import Documents Select Files to Import x Novell Files to import B a Add Individual Files Add Entire Directory IV Quick import Recommended Copies documents to your default library and creates document references in the folder you specify Henove Files Cancel 2 Click Add Individual Files gt select the files you want to import gt click OK To select multiple files to import Ctrl click each additional document or Click Add Entire Directory gt select the folder or folders that contain the documents you want to i
283. porting Address Books from Non POP3 IMAP4 E Mail Accounts 1 2 From your third party e mail application export the address book you want to import into Group Wise Open a DOS editor or Notepad gt open the third party address book file You can also open the file in any word processor To make editing easier set the margins so that the lines do not wrap Export a small Novell address book See Exporting Addresses from the Address Book on page 192 Open the address book in a second copy or split window of the application used in Step 2 Novell Address Book files have a NAB extension They are ASCII files with specific formatting If you want to import a third party address book file look at a NAB file to determine its format then mirror this format with your own address book s information Cut copy and paste or retype the fields for each entry from the third party book into the Novell address book Place each field behind the comma corresponding to the similar field in the first line of the Novell address book Each field should be enclosed in quotes The order of the fields for each entry must correspond to the order of the fields in the first line of the Novell address book file For example if the Using the Address Book 193 194 User s Guide 7 Name field follows the first comma in the first line the Name field information must also follow the first comma in the entry s line for example U John Smit
284. print gt click the Form tab You can only print information that has been entered in the address book fields If there is no information for a particular field nothing will be printed for that field 8 Click a paper size in the Form Size group box 9 Click Portrait or Landscape in the Form Orientation group box 10 Click the Content tab 11 Specify the number of rows and columns you want 12 Click Font gt make selections gt click OK 13 Click the Options tab gt make selections 14 Click Preview to see how the labels will look 15 Click Print Printing Lists 4 Click z on the toolbar 8 9 10 11 12 13 Ctrl click or Shift click to select individual entries or Make no selections if you want to print the entire address book Click File gt Print If prompted click Selected Items or Click Entire Address Book Make sure the Form tab is selected Click List in the Format group box Click what you want to print in the Available Forms list box You can only print information that has been entered in the address book fields If there is no information for a particular field nothing will be printed for that field Click a paper size in the Form Size group box Click Portrait or Landscape in the Form Orientation group box Click the Content tab Depending on what you selected to print in Step 7 you may be able to select and deselect the fields you want to print Click Font gt make selections gt click OK
285. ptions 3 In the Display Name box type your first and last name This name appears in the From box of an item you send someone The name is also used as your user folder name Click OK Double click the Remote account Click the Server tab Type your GroupWise user ID Type the domain name of your Online Mailbox Type the post office name of your Online Mailbox oo ON OO A To change the password for your Online Mailbox click Online Mailbox password gt type your Online Mailbox password gt click OK Specify the new password in both text boxes gt click OK If your administrator has turned on LDAP authentication read and follow the additional information about your Online Mailbox password that is provided in this dialog box Your Online Mailbox must have a password before you can use Remote mode If you have not assigned a password to your Online Mailbox do so in Security Options while running GroupWise in your office Changing Remote Delete Options By default if you delete an item from your Remote Mailbox the item will be deleted from your Online mailbox the next time you connect You can change the deletion options in Remote Properties so that an item deleted from your Remote Mailbox will stay in your Online mailbox or vice versa 1 In Remote mode click Accounts gt Account Options 2 Double click the Remote account 3 Click the Advanced tab 4 Make selections gt click OK Using Remote Mode 219 Changing
286. qual to the condition Finding Text in Items 4 In an open item click Edit gt Find Text Find Examples Created gt 5 Day created within 5 days of today Created lt 5 Day created 5 days or fewer previous to today Cc Jill Document Creator JFerguson Retrieved Date Tomorrow Item Status Opened Number Accepted 5 Retrieved Date lt Today Document Number lt 1000 Retrieved Date lt Yesterday Total Recipients lt 10 Retrieved Date gt This Week Version Number gt 4 0 Retrieved Date gt This Month Number Replied gt 7 Find what procedure Match whole word only Match case Cancel 2 Type the text you want to search for in the Find What box 3 Click Find Next to search for the text you typed You can also search for text in the QuickViewer 164 User s Guide Filtering Items If your Mailbox contains many items you might have a difficult time finding just one of them Filter lets you display items according to specific criteria For example a filter can display only items that have a certain word in the subject You can also use a filter to hide items that you want to get out of your way Filter does not actually move or delete items it displays certain items based on the criteria you specify Once you clear the filter all the items reappear Filters you create affect all folders Creating a Filter 1 Click a folder such as Mailbox Trash or a folder you have created By click
287. r displays next to the document reference for the official version Specific Version A version of a document that is referenced directly by its version number In the Item List the number symbol displays next to the document reference You can grant different access rights for each version of the document For example you can grant all users on your system View rights to the official version and grant specific users View rights to the current version Creating a New Version of a Document 1 In your Mailbox click the document reference for the document you want to create a new version of 2 Click File gt New gt Document Version Creating and Working with Documents 303 New Version 3 Type a description for this version of the document gt click OK The selected version and its properties are copied to a new version Viewing Version Information for a Document 1 Click the document reference in your Mailbox 2 Click File gt Properties gt the Version tab Document 8 Original 304 User s Guide Specifying the Official Version of a Document To set the official version you must have rights to modify security settings and the system administrator must have given you rights to set the official version of a document If you don t specify an official version GroupWise uses the current version as the official version 4 Click the document reference in your Mailbox 2 Click Actions
288. rch is performed again and the item is once again displayed You can see the folder where each item originated if you open a Find Results folder and look at the columns of information displayed in the Item List The Folder column lists where each item is actually stored The Sent Items Folder and the Task List Folder are both Find Results folders Sent Items searches for every item you have sent no matter which folder or subfolder it s now stored in and displays the results The Task List searches the Calendar and displays all of your completed and uncompleted tasks If you accidentally delete your Sent Items folder or Task List Folder you can restore it You can also create your own Find Results folders and define the search criteria you want such as all items from a particular address or all items with a certain word in the Subject line Restoring Your Sent Items or Task List Folder 1 In the Folder List click File gt New gt Folder 2 Click Find Results Folder gt Predefined Find Results Folder 3 Click Task List or Sent Items 4 Click Next 5 Click Up Down Right or Left to position the folder where you want it in the Folder List 6 Click Finish Creating Your Own Find Results Folder 1 Click the Folder List gt File gt New gt Folder 2 Click Find Results Folder 3 To create a Find Results folder with your own search criteria click Custom Find Results Folder gt click Next or To create a Find Results folder
289. re ready to check appointment times later click Busy gt Connect Now Using Remote Mode 225 5 When the Choose Appointment Time window appears click Auto Select for the first available meeting time Click Auto Select until the best available time is displayed gt click OK or Click the Available Times tab gt an available time gt OK 6 Complete the appointment gt click Send If you re disconnected before all schedule information returns from a busy search clicking Busy again lets you update the information from the original busy search request Filtering the System Address Book for Your Remote Mailbox 226 User s Guide The system address book is usually large because it contains information for your entire organization If you don t need all the information in the system address book when using GroupWise away from your office use System Address Book Filter to retrieve only the user addresses resource addresses and public groups you need from the GroupWise system For example the filter statement Dept Marketing instructs GroupWise to retrieve all addresses with Marketing in the Department column in the Address Book This way you can contact anyone from your Marketing department while you re traveling You should also retrieve system address book information before leaving your office to save downloading time and costs especially if you re planning to travel to a location where you will incur long distance phone
290. receive an alarm the sound plays once every five minutes until you clear the alarm from the Notification List The Notification List is a dialog box that lists all of the new unopened items and alarms you have received You can leave it open on your desktop or open it from the Notify icon when you want to see it Managing Your Mailbox 131 Starting Notify Notify Dialog Box The Notify dialog box opens on top of whatever application you are using when you receive a new item or alarm You can receive alarms and notifications for another user if that user gives you those rights in the Access List See Giving Other People Access to Your Mailbox on page 145 If you are sending messages to non Group Wise systems remember that those systems must have status tracking capability in order to return the status of your outgoing message to your Group Wise system Notify is installed in the same folder as GroupWise when you run GroupWise Setup Notify runs minimized in the background while you run other programs 1 Click Start on the Windows taskbar gt Programs gt GroupWise gt GroupWise Notify To make access easier you can create a shortcut to Notify on your Windows desktop Reading an Item from Notify 1 When the Notify dialog box appears click Read If a Notify dialog box does not appear when you receive notification right click on the Windows taskbar gt click Read Mail Sending an Alarm to an Electronic Pager
291. s If you are using Group Wise in either Remote mode or Caching mode you have the option of not uploading an Internet account to your Online Mailbox To make sure you don t upload click Accounts gt Account Options gt select an account gt click Properties gt uncheck Upload This Account to the GroupWise Online Mailbox Where Items Are Stored Your IMAP4 account items are always stored on the IMAP4 server You can choose to have your POP3 account items stored on the POP3 server If you store items on the server you can read those items from more than one computer IMAP4 Accounts When you add an IMAP4 account the folder you see in Group Wise represents the folder on your IMAP4 server Any actions in the GroupWise folder such as creating renaming or deleting are performed on the IMAP4 server as well You can download only the subject header of an item or you can download the entire item You can move items from another folder into an IMAP4 folder and the items will be created on the IMAP4 server When you delete Working with Items in Your Mailbox 53 an item it is marked for deletion on the IMAP4 server To remove the item you need to purge it If you use your IMAP4 account while you are in Remote mode any changes you make will be synchronized with the GroupWise server the next time you connect to your Online Mailbox Querying in IMAP4 folders is not supported Proxy for IMAP4 folders is not supported Adding a PO
292. s Use Delegate to reassign a scheduled item to someone else The sender can determine who you delegated the item to by looking at the item s Properties Delegating an Appointment Task or Reminder Note from the Main Window 1 2 3 In the Main Window click a task reminder note or appointment Click Actions gt Delegate In the To box type a username gt press Enter or To select a username from a list click Address gt double click the username gt click OK Type any additional comments to the recipient Click Send Click Yes if you want this item to remain in your Calendar or Click No if you want this item deleted from your Calendar Delegating an Appointment Task or Reminder Note from the Calendar View 1 2 In a Calendar view right click a task reminder note or appointment gt click Delegate In the To box type a username gt press Enter or To select a username from a list click Actions gt Address gt double click the user gt click OK Type any additional comments to the recipient Click Send Click Yes if you want the item to remain in your Calendar or Click No if you want the item deleted from your Calendar Working with Items in Your Mailbox 79 Sending and Receiving Items in HTML You can view items in GroupWise that have been composed in HTML and received from other users or from Web based information services You can click any links that are included in the item and j
293. s books in a specific order However Name Completion always searches the system address book last You can also search Internet address books by using Lightweight Directory Access Protocol LDAP See Using LDAP in the Address Book on page 186 Searching for User Resource Organization and Group Addresses 4 Click gt on the toolbar 2 Click the tab of the address book where you want to search for addresses 3 Ina Search List box begin typing what you are searching for 4 Address Book Of File Edit View Address Help Novell GroupWise Address Book Harry Wong Frequent Contacts Novell LDAP Address Book Search List Name Completion Position 2 Last 8 ce Bc Department N Alecia x11010 Tester Gro AMendagy Alfons Skoczylas Skoc Alfons 11014 ASkoczyl Development Engineer G Ana Dharmapalan Dhar Ana 11003 ADharma Development Tester Gro ADharrr Art Ramirez Ramir Art x11012 ARamirez Development Engineer G ARamire Bradley Gelsomino Gelso Bradley x11005 BGelsomi Development Engineer G BGelsor Colleen Bolton Bolton Coleen x11000 CBolton Development Engineer G CBolton Fatima Haughey Haug Fatima x11022 FHaughey Development Engineer G FHaugk Fred Thompson Thom Fred x11017 FThomps Development Tester Gro FThomp Harry Wong Wong Hary x11018 Hwong Development Tester Gro Hw ong Jason Stevens Steve Jason x11015 JStevens Development Engineer G JStever
294. s contain more information than can be displayed at one time You can change what information is displayed at any time by selecting different column markers You can also change column order sort columns or change their widths Using the Address Book 195 Opening and Closing Address Books 4 Click on the toolbar 2 Click File gt Open Book Open Address Book 12 1x Available address books If all of your address books are open Open Book is dimmed When an address book is open its name appears on a tab in the Address Book window 3 Click or Ctrl click one or more address books gt click OK 4 To close an address book click its tab gt File gt Close Book Closing an address book does not delete it you can open it again at any time Specifying the Columns to Display in an Address Book 4 Click on the toolbar 2 Click the tab of the address book you want to change the displayed columns in You can select different column layouts for each address book 3 Right click a column heading gt click a column name If the column name is not displayed click More Columns To add a column click the column in the Available Columns list box gt click Add gt OK 196 User s Guide Address Book Column Selection HE Available columns Selected columns ok Cancel Office Phone Number User ID Department Title gt gt Add gt gt lt lt Remove lt Post Office Network ID Fax Number E
295. s during the previous session 5 In the Select Library To Copy Documents To list box click the destination library gt Next 6 Specify the directory where you want to save the log file You can click Generate A Log File Without Performing The Copy Operation to see the outcome of the copy without actually copying the documents If you are a librarian in the destination library you have two additional options on the Log page of Mass Document Operations Validate Document Property Fields lets you choose whether or not to validate the property fields of the documents you are copying Allow Documents With Validation Errors To Be Created or Updated lets you choose to bypass any validation errors 7 Click Finish to copy the documents Moving a Group of Documents You can move a group of documents to another library using the Mass Document Operations wizard To move a group of documents you must have View and Delete rights for each document you want to move or you must be a librarian for the selected library In addition you must have Add rights for the destination library The documents you select for the move operation can be stored in multiple libraries on different post offices GroupWise moves all versions of the selected documents and all document properties including document activity and custom fields If the destination library doesn t contain one or more custom fields that exist in the source library GroupWise moves the value f
296. s for the resource In order to do so the owner must have full proxy rights to the resource As a resource owner you can select to receive notification of appointments for the resource You can also create a rule to automatically accept or decline appointments for a resource To do so proxy to the resource then create a rule to accept all appointments if no appointment conflict exists See Creating Rules on page 139 for information on creating and enabling rules Managing Your Mailbox 151 Accepting and Declining Resource Requests You can accept or decline requests for a resource only if you are the owner and have been granted Read and Write rights 4 In the Main Window or Calendar click a 2 Click the resource you own If the resource you own isn t listed in the Proxy pop up list click Proxy gt type the name of the resource you own in the Name box gt click OK 3 Double click the item you need to accept or decline 4 Click Actions gt Accept or Decline gt OK Receiving Notification When a User Requests a Resource 41 In the Main Window click Tools gt Options gt double click Security gt click the Notify tab 2 Click the name of the resource you own If the user or resource is not listed in the Notification list type the name gt click Add User You can select the name from the Address Book by clicking the address book icon 3 Make sure Subscribe to Alarms and Subscribe to Notification are selected
297. s nor the recipient s proxies can open the item without rights If you mark an item Private when you receive it it cannot be read by your unauthorized proxies but it can be read by the sender s proxies Appointments marked Private display in Busy Search according to the status you selected when you accepted the appointment 1 In an open item click Actions gt Mark Private or In your Calendar click an item in the Appointments Reminder Notes or Tasks List gt click Actions gt Mark Private Saving Items in Your Mailbox Saving an Item to Disk or to a GroupWise Library 1 Click the item you want to save gt click File gt Save As Managing Your Mailbox 149 150 User s Guide Attachment viewhlp chm Save to GroupWise Librar C Novell GroupWise 2 Ctrl click the item and attachments you want to save 3 Select to save the item to disk or to a GroupWise Library 4 Type a filename for the item in the Save File As text box or Type a subject name in the Subject box 5 To save the item in a different directory than is shown in the Current Directory text box click Browse gt select the new directory or To save the item in a different GroupWise Library click the drop down list gt select a library name 6 Ifyou are saving to disk select Report Filename Conflicts to be prompted before replacing a file with the same name 7 Ifyou are saving to a GroupWise Library make sure Set Properties
298. s on integrations for all your integrated applications It doesn t have any affect on non integrated applications Turning On Integrations for One Application 4 Click Tools gt Options gt double click Documents 2 Click the Integrations tab 3 Select the Enable Integrations check box 4 In the Registered Applications list box click the application for which you want to turn on integration The Registered Applications list box shows the applications that are registered on your machine It doesn t mean that the applications listed are ODMA enabled Creating and Working with Documents 335 5 Most applications have only one executable filename however if the application you selected has two executable files for example WordPerfect click Advanced gt the Executable tab Type the name of the main executable file in the Dual Executable Filename text box gt click OK 6 Click Enabled gt OK Using Non Integrated Applications If you re using non integrated applications most Windows 3 1 applications MS DOS applications and many Windows 95 applications you can t integrate Group Wise with your application however you can still use Group Wise documents with these applications You cannot take advantage of the integrated Open and Save features You can use the options on the Non Integrated tab in Advanced Integration options to specify whether or not you want GroupWise to display a warning message when GroupWise loses contact w
299. s tab gt Add 3 Type an account name gt click Next The name can be anything you want The name you type will display next to the folder in your GroupWise Cabinet Create News NNTP Account x Your Internet Service Provider will give you the corect server information and login name if necessary You may also add a name to be used for the From text when you post to a news group News NNTP server A _ _ TF My server requires authentication Login name Password E mail address hwong DEVELOPMENT PROVOT Erom name JH arry Wong lt Back Cancel 4 Type the name of the News NNTP server To use newsgroups you must have access to an NNTP server Your Internet Service Provider ISP will give you the correct server information and login name if necessary You can also search the Internet for a list of free NNTP servers that you can use 244 User s Guide 5 Ifthe server requires authentication click My Server Requires Authentication gt fill in the Login Name and Password boxes 6 Fill in the E Mail Address and From Name boxes gt click Next 7 Click Connect Through My Local Area Network LAN or Click Connect Using My Modem and Phone Line gt a dialing option gt a connection in the Dial Up Networking Connection to Use list box 8 Click Next 9 Type a folder name gt type a folder description gt position the folder in the Group Wise Cabinet gt click Finish Del
300. s to a indicating that a filter is on To save a filter for future use click the Filter pull down menu gt Save gt type a name gt click OK Save Filter i Lx Save As Description T o Manager Messages From is jeanie yacoub a Cancel V Put on menu Name Description _ 1 In the lower right corner of the Main Window or calendar view double click F 2 Click the Filter pull down menu gt Open 166 User s Guide 3 List Filters 127 xi Name Description OK Cancel Delete dl M Put on menu Click the filter you want to use gt OK If you ve recently used a filter you can select it by clicking View gt Filter gt the filter GroupWise lists the four most recently used filters Displaying or Hiding Items in Your Calendar Using Filter 1 2 3 Click the Appointments Reminder Notes or Tasks List in a calendar view In the lower right corner of the calendar view double click In the first drop down list click the field you want to filter For example click From if you want to display items from a specific person See Understanding Filter and Rule Fields on page 173 for more information Click the operator drop down list 3 gt click an operator See Using Filter and Rule Operators on page 170 for more information Type the criteria for the filter or If provided click the drop down list gt click an existing criteria If you t
301. s to the folder Document References and Remote Caching Modes If you use Remote or Caching mode updating your Remote or Caching Mailbox always gives you all of your document references unless you choose to have none You can use the document references to retrieve copies of the documents into your Remote or Caching Mailbox Specifying Document Properties 264 User s Guide Every document in GroupWise must have a set of attributes associated with it such as the author s name the creation date and the document type These attributes are called document properties The document property information is used for finding and categorizing documents You can use the Document tab in Properties to view version information for the specific version of a document view the document activity history and control sharing of the document with other users Document 8 12 xi Document Version Sharing Activity Log Library Manufacturing Library Document number 8 Subject Document type JDocument Author Hany Wong El Creator Harry Wong Date created 04 25 01 12 39PM Official version 3 Current version 3 Status Available Cancel You can determine which fields display on the Document tab in Properties and customize their size and order using the options in the Library Setup Properties dialog box To open this dialog box click Tools gt Options gt double click Documents gt click Properties Specif
302. se needs no additional information you will bypass the Startup dialog box and GroupWise will be displayed To force the GroupWise Startup dialog box to be displayed right click the GroupWise icon on the desktop gt click Properties gt click the Shortcut tab gt in the Target box after the GroupWise executable type a space gt type u gt click OK 2 If you are prompted for a password type the password in the Password box 3 Click the mode of GroupWise you are logging in to and type additional information necessary such as the path to the post office the TCP IP address and port of the post office agent the path to your Caching or Remote mailbox Logging into GroupWise 35 If you do not know the required information contact your system administrator 4 Click OK Logging in to Your Mailbox from Another User s Workstation You must be on the same post office as the other user to log into your own Mailbox from his or her workstation 1 Log in to the network with your own user ID or To force the GroupWise Startup dialog box to be displayed right click the Group Wise icon on the desktop gt click Properties gt click the Shortcut tab gt in the Target box after the GroupWise executable type a space gt type u gt click OK 2 Start Group Wise A Novell GroupWise Startup 20 x UserID Required hwong Password Online Address fi 00 101 105 9 Port 1677 Caching mailbox path fo novel
303. se on your workstation they should deselect this option during login This will not turn the option off but will make sure their password is not stored in place of yours To bypass your GroupWise password 1 Click Tools gt Options 2 Double click Security gt make sure the Password tab is selected 3 Select No Password Required With NDS or Type your password gt type a new password gt type the new password again gt select Remember Password or Use Novell Single Sign on 4 Click OK gt Close You can also select Remember My Password or Use Novell Single Sign on in the Startup dialog box at login Logginginto GroupWise 37 38 User s Guide 3 Working with Items in Your Mailbox GroupWise provides many options for sending and receiving different kinds of e mail Sending and Receiving Items on page 39 Using Routing Slip on page 50 Sending and Receiving E Mail from POP3 IMAP4 Accounts on page 33 Attaching Files on page 62 Managing Sent Items on page 67 Managing Received Items on page 70 Sending and Receiving Items Every day you communicate in a variety of ways To accommodate these needs GroupWise delivers your items using a variety of item types Each item type is explained below Mail A mail message is for basic correspondence such as a memorandum or letter Appointment An appointment lets you invite people to and schedule resources for meetings or eve
304. se the document Opening Documents in Integrated Applications If you are using an integrated application GroupWise can integrate the document management features with the application s Open and Save As feature When you select Open in the application a dialog box displays all the available document references in your Mailbox You can select a document reference to open the document or you can click the Select Document Using Application Dialog button to use the application s regular Open dialog box Creating and Working with Documents 301 Opening Documents in GroupWise Remote or Caching Modes If you are using Remote mode you must manually mark the document version as In Use when you retrieve it from your Online Mailbox When you exit the document Remote prompts you to clear the In Use status If you are using Group Wise in Caching mode and the GroupWise server is available Group Wise automatically retrieves the document giving you a chance to mark it In Use when you choose to open a document Opening a Document 4 Double click the document reference in your Mailbox If you do not have access to the application the document was created in Group Wise prompts you to specify an application You may be able to open the document in a related application Opening Multiple Versions of a Document 1 Click the document reference in your Mailbox 2 Click Actions gt Version List a Document 8 Version List Project SIJ Notes Al x
305. sers 2 0 0 02000 008 114 Changing the Calendar View o 115 Changing the First Day of the Week in Your Calendar 115 Viewing a Different Date in the Calendar 0 a 116 Setting Alarms for Calendar Items 0 e e 116 Settingran Alarm 00 sI a A a Aa ta de A 116 Specifying How Long Before an Event the Alarm Sounds 117 Sending an Alarm to an Electronic Pager 0 ee 118 Managing Your Mailbox 121 Using the Folderbis ses oi a Aye A o E a E A 122 Renaming Folders obte AA o 123 Deleting Folders s sc a nace d oe nach e mms a E e a ap a a A e 123 Creating a Personal Folder aaao aaa a 123 Creating a Shared Folder ooa oaa aaa a 124 Moving or Linking an Item to Another Folder oaao aaa a a 124 Contents 7 Understanding Find Results Folders 0 ee 124 Changing Folder Display Settings o e e e ee 126 Using Shared Elder gt lt rt e Se A A 127 Sharing an Existing Folder with Other GroupWise Users 0 127 Posting a Message to a Shared Folder 0 129 Viewing Discussion Threads in a Shared Folder 0 129 Using Mailbox Storage Size Information 0 o e o o 129 Viewing Your Mailbox Size Information 0 o e ee 130 Deleting Items From Your Mailbox Using
306. settings name as required gt click OK 6 To delete a folder display setting click the display setting gt click Delete Using Shared Folders A shared folder is like any other folder in your Cabinet except other people have access to it You can create shared folders or share existing personal folders in your Cabinet You choose whom to share the folder with and what rights to grant each user Then users can post messages to the shared folder drag existing items into the folder and create discussion threads You can t share system folders which include the Cabinet Trash and Work In Progress folders This is what the contents of a typical shared folder might look like j Novell GroupWise Project 2003 olx File Edit View Actions Tools Accounts Window Help Alecia Mendenhall 9 P Mailbox Sent Items E Calendar E B Documents Task List ES Work In Progress S E Cabinet Safa G Trash Mode Online x Display lt Project 2003 Custom a Ep y a aa X E5 X oy 3 El Name Subject Date 2 S Jeanie Yacoub Agenda for Kick Off Meeting 04 25 01 01 2 Er S Harry Wong Question about the timeline 04 27 01 02 5 2 amp Alecia Mendenhall My opinion 04 27 01 02 59F 2 S Ana Dharmapalan Tf all goes well then 1 think 04 27 01 03 0 cari acoso 9 Alecia Mendenhal a Mailbox Size 0 Selected 1 Total 6 A If you place a document in a shared folder people with rights to th
307. ss Connecting through SSL requires that you have a digital certificate which enables Group Wise to use SSL to authenticate to the LDAP server you have chosen After you complete a directory service search you can add the names you find to your personal address books While using Remote or Caching mode you can perform a directory service search without connecting to GroupWise Adding a Directory Service to an Address Book 186 User s Guide 1 Make sure you know the server name and port number of the LDAP directory service You can get this information from your Internet Service Provider Click Tools gt Address Book Click the LDAP Address Book tab Click Directories gt Add a A ON Follow the prompts When you specify the server address you can specify an IP address or Internet domain name Click Finish 7 Ifyou are adding a directory service to search for security certificates the directory service must be set as default Click the directory service account you just added gt click Set as Default 8 Click Close gt Close Searching for a Person Through a Directory Service 1 In an open item click Address or Click Tools gt Address Book 2 Click the LDAP Address Book tab 4 Address Book Al ES File Edit View Address Help Frequent Contacts Address Book Novell LDAP Address Book a gt Search List p Name Completion Position Not searched 4 To Ct BC Look in BigFoot y Directories I
308. st click Address gt double click each user gt click OK 3 Type a subject optional and the reminder note message 94 User s Guide If you want change the font of the message text For information see Changing the Font of Items You Send on page 43 4 In the Start Date box type the date this reminder note should appear in the recipients Calendars or Click the calendar icon to specify a start date or auto date for your reminder note 5 Click Send Accepting or Declining Scheduled Items When you receive an appointment task or reminder note you may not be able to accept In GroupWise you can let the sender know if you accept or decline specify a level of acceptance or availability and add additional comments You can also delegate the item to another user The sender can find your response by checking the item s Properties window 1 Open the appointment task or reminder note 2 Click Accept or Decline 3 If you accepted an appointment select a Show Appointment As level of availability Accept with Options 24 xi Show As Comment C Free C Tentative C Dut of office Delete this item Cancel 4 Type a comment optional gt click OK 5 Ifthe item is an Auto Date item click This Instance to accept or decline this one Auto Date item or click All Instances to accept or decline all instances of the Auto Date item Scheduling Group and Posted Items 95 Accepting and De
309. t Your system administrator has created one or more GroupWise WebPublisher user accounts and has granted them rights to specific libraries These user accounts represent WebPublisher and do not have actual users associated with them You publish documents in those specific libraries by sharing documents with one of the GroupWise WebPublisher users and granting that user view rights Your system administrator can configure multiple GroupWise WebPublisher publishing sites For example he or she can configure an Internet publishing site for publishing to the World Wide Web and can also configure an intranet publishing site for publishing to the corporate intranet Check with your system administrator for information about available publishing sites Find out if your system administrator has specified that documents shared with General User all users who have access to the library are automatically published If this is specified you will need to be careful not to share documents with General User that you do not want published to the Web Locating and Viewing a Published Document Web users can locate and view your published documents three ways You can access the GroupWise WebPublisher site and then search for the document To do this you must know the IP address of the GroupWise WebPublisher site the library the document is in and a key word such as the title Contact your system administrator for the IP address and for library na
310. t which stores supplemental words so that Spell Checker can recognize the word in future spell checks QuickCorrect Defines an automatic replacement for a word or phrase When Spell Checker stops on a word click QuickCorrect to replace the word with the text in the Replace With box and add the replacement to the user word list QuickCorrect uses Next time you type the word QuickCorrect automatically replaces it Suggest Displays additional words or phrases in the Replacements list box 6 Click Yes when spell checking is complete Working with Items in Your Mailbox 47 Spell Checking Items Automatically You can spell check items automatically every time you click Send 41 Click Tools gt Options gt double click Environment 2 Click Check Spelling Before Send gt OK Editing Your User Word List Changes you make in a user word list are effective only if you have QuickCorrect turned on In the Message box of an item you are creating click Tools gt QuickCorrect gt make sure the Replace Words As You Type check box has a check mark For more information about user word lists click Tools gt Spell Check in an item you have created In the Writing Tools dialog box click Customize gt User Word Lists gt Help To make changes in your user word list 4 In the Spell Checker click Customize gt User Word Lists gt click the list you want to modify If you haven t added lists of your own the default word list will be
311. t Date 9 Sy S Jeanie Yacoub Your feedback is needed 04 24 01 05 02PM Sent Items Walter Sanchez How s the work on Proj 879 going 04 24 01 05 28PM Calendar El Walter Sanchez Re How s the work on Proj 879 goin 04 24 01 05 38PM E SE 7 E Marlena Lamaroux Fwd Interesting link about the new 04 24 01 05 46PM 7 rk E Progress Molly Jones Thanks to everyone who helped wit 04 25 01 09 30AM g Cabinet Art Ramirez Fwd Question about the tools required fe 04 25 01 09 32AM o Trash Art Ramirez Fwd Another question 04 25 01 09 32AM Fatima Haughey What s a good time 04 25 01 09 34AM Fatima Haughey Re What s a good time 04 25 01 09 35AM Ricky Steadman Customer Satisfaction Reports 04 25 01 09 37AM 8 Colleen Bolton Final Test Plan 04 25 01 09 384M E Colleen Bolton Re Final Test Plan 04 25 01 09 394M El Martha de la Torre Bagels and doughnuts this morning 04 25 01 09 47AM Y Kuo Chang Huang Submit your vote for Employee of th 04 25 01 12 00PM HB Jeanie Yacoub Project status report due this Friday by m 04 27 01 08 00AM gt Ana Dharmapalan Ma Malla Tanar H Mailbox Size 9 Selected 1 Tota 22 SEZ From your Mailbox you can read items reply to items and forward items you ve received In addition you can delegate tasks and appointments to other users You can even change an item such as a mail message to another type of item such as an appointment Reading Items You Receive You c
312. t exiting Creating a Multi User Calendar View 112 User s Guide You must have the appropriate Proxy rights to add users to a Multi User List and view their schedules in a Multi User view See Giving Other People Access to Your Mailbox on page 145 1 2 Click E in the Folder List gt right click a tab gt click Properties Click New gt specify a new tab name so you can distinguish Multi User views from one another 3 Click Multi User in the View Name drop down list gt click OK twice The Multi User List dialog box displays 4 Ifa user or resource you want in the Multi User view is not listed click the address book icon 5 Double click a user or resource gt click OK gt click Add User gt repeat for each user you want to add 6 Select the check boxes of the users whose calendars you want to display gt click OK Printing Calendar Items Use Print Calendar to print appointments tasks and reminder notes in different formats and on various page sizes Printing Your Calendar Task List or Reminder Note List 4 Click on the toolbar Print Calendar 27 xi 1 Content Options ene Selected form ete C Ad Week C 55x85in C A5 Month Custom O List Width Height C Multi User e50 in 11 00 in Setup Franklin sizes Available forms Monarch 8 5 11 in pandable Month Calendar r Form orientation Portrait C Landscape Preview Pr
313. t to share the folder with 11 When you re done click Finish Moving or Linking an Item to Another Folder 1 Drag an item from the Item List to the folder you want Press Alt while you drag the item to remove it from all folders it was previously linked to and place it in only that folder Press Ctrl while you drag the item to link it to that folder You can also click an item gt click Edit gt Move Link to Folders gt select the folders you want to move or link the item to gt click Move or Link Select Delete Old Links to remove the item from all folders it was previously linked to and place it in the selected folder If you delete the original item the copies in your other folders remain Understanding Find Results Folders 124 User s Guide A Find Results folder is a folder that displays the results of a query When the folder is opened GroupWise examines the search criteria defined for the folder searches for everything specified then displays everything it finds in the Item List You can act on items in a Find Results folder the same way you act on items in any folder such as opening forwarding printing copying moving or deleting them but the original item remains stored in the folder where the search found it This means that if you move or delete an item from a Find Results folder the item is deleted from the Item List but not from the original location The next time you open the Find Results folder the sea
314. tes to that person Managing Your Mailbox 139 Action Reply Accept Delete Decline Empty Item Move to Folder Link to Folder Mark as Private Mark as Read Archive 140 User s Guide Result Sends a prepared reply to the sender when the rule conditions are met For example if you need to be out of the office for several days your rule could send a reply to incoming items indicating when you ll be back You can also use Define Conditions to prevent replies going to mail list servers and other large groups Accepts an appointment reminder note or task when the rule conditions are met For example your rule could accept all appointments from a specific individual Deletes or declines any item when the rule conditions are met For example your rule could decline any appointment scheduled for a certain day of the week if you are always unavailable for meetings on that day Deletes items from the Trash when the rule conditions are met For example your rule could empty items received from a company that routinely sends you junk mail Moves items to a folder when the rule conditions are met For example you may want all items with certain words in the Subject box moved to a common folder Links items to one or more folders when the rule conditions are met Linking an item to a folder lets you view the item from more than one folder For example if you have an item that relates to Marketing and Personnel
315. th You can customize the column display for each folder in your Main Window by changing column widths by adding or deleting columns and by changing the order of columns You can even define a different column display setting for each personal folder in your Folder List Changing Columns in Your Mailbox 178 User s Guide 1 In the Main Window open the folder you want to change column settings for 2 Toremove a column drag the column heading off the column bar 3 To change the order of a column right click a column heading gt click More Columns gt click a column name in the Selected Columns box gt click Down or Up 4 To add a column click a column name in the Available Columns list box gt Add 5 Click OK You can also drag columns to new positions in the Main Window You can select multiple columns to add by pressing Ctrl while you click columns You can define different column settings for each folder in your Mailbox See Changing Folder Display Settings on page 126 for more information Resizing the Columns in Your Mailbox 1 In the Main Window click the folder you want to resize columns in 2 Position the mouse pointer over the edge of a column heading until a two headed arrow appears gt drag to resize the column Sorting Items in Your Mailbox by Column 1 Click the folder containing the items you want to sort 2 Click View gt Display Settings gt Sort Sat b Cancel Deleted Date Delet
316. the only list available 48 User s Guide User Word Lists 2 To add a new entry type it in the Word Phrase text box gt click Add Entry or To delete an entry select it gt click Delete Entry or To change an entry select it gt make the changes gt click Add Entry 3 Click Close when you have finished making changes Undoing the Last Text Action You can undo the last text action in the Subject or Message field of a message you are composing 4 Click Edit gt Undo You can also undo an action by pressing Ctrl Z For information about other shortcut keys see Using Shortcut Keys on page 30 Working with Items in Your Mailbox 49 Using Routing Slip Use Routing Slip to send a mail message or task to several users consecutively You determine the order of the route When a user marks the routed item Completed it is sent to the next user on the route If there are attachments to the routed item each user on the route can view and add comments to them Once comments are added to an attachment all subsequent users on the route will see the comments The final user on the route will see all the comments that were added You can track the status of a routed item you have sent by checking the item s Properties When you send a routed item to an external address the item is automatically marked Completed because the recipient will not be able to and sent to the next user on the route If you want
317. the recipients Mailboxes Field Criteria Entry Specify a caller name Specify a phone number Specify a CC recipient name Select To CC or BC from the drop down list Depending on the operator you can specify a time period that the item falls within or specify an exact date Specify a document name Specify a staging directory pathname Depending on the operator you can specify a time period that the document falls within or specify an exact date Depending on the operator you can specify a time period that the item falls within or specify an exact date Field Name Document Creator Document Number Document Type Due End Date Filename Extension From Item Source Item Status Item Type Library Message Message Class This Field Refers to The name of the person who created the document The number of a document The type of a document in the library such as a form expense report or memo The date that a task is due or the end date and time of an appointment The filename extension of a document in a library The name of a person in the From box of an item Whether the item was received sent posted or a draft Whether an item has been accepted completed opened read marked private or the subject is concealed Types of items such as mail messages appointments and so on The library in which documents are stored Text app
318. the Master Library your document is saved as a new version and the edits are not saved to the other version If you don t plan to edit a document don t mark it In Use When you exit an In Use document you re asked to send the document to the Master Library and mark it as Available If you re done with the document the document should be marked Available to allow others editing access to it 8 If you are in Remote mode and you want to specify your remote location and connection before downloading click Configure gt select your remote location from the Connecting From drop down list gt select a connection from the Connecting To drop down list gt click OK 9 Click Connect or Finish When you connect to download items any pending sent items are sent Sending Items in Remote Mode 222 User s Guide 1 Create a new item gt click Send Remote places the item in the Pending Requests list When you connect to your GroupWise system all items in the Pending Requests list are sent 2 Click Accounts gt Send Retrieve gt the remote account or If you want to specify your remote location and connection before sending the item click Accounts gt Send Retrieve gt GroupWise Options gt Configure gt select your remote location from the Connecting From drop down list gt select a connection from the Connect To drop down list gt click OK gt click Connect At the same time your items are being sent your new items are retriev
319. the appropriate security service provider based on the encryption strength of the certificate you are using The encryption strength of a certificate depends on the encryption strength of the browser used to obtain the certificate For example if you have Internet Explorer with 128 bit encryption installed the encryption is high and will only work with Microsoft Enhanced Cryptographic Provider 8 Click OK 9 Double click Certificates gt click the My Certificates tab Click the certificate you want to use gt click Set as Default 10 Click OK gt Close Selecting a Security Service Provider 4 Click Tools gt Options 2 Double click Security gt click the Send Options tab 3 Select a security service provider from the Name drop down list 4 Click OK gt Close The security service provider you select takes effect as soon as you log in to the provider if login is required The options and encryption methods available depend on the security service provider you have selected Sending Secure Message S MIME 255 Selecting a Security Certificate for Digitally Signing Items If you are using Entrust there is only one security certificate These instructions apply to other security providers 4 Click Tools gt Options 2 Double click Certificates 3 Click the certificate name 4 Click Set As Default 5 Click OK gt Close Searching for Recipient Encryption Certificates Using LDAP Before you can use an LDAP direct
320. ting and Working with Documents 297 Copying Documents You can copy documents and their properties to create similar documents Copying a document creates a new document in the library When you copy a document you can specify how you want to create document properties for the new document You can specify properties manually for the document or you can have GroupWise create properties for you using the values in the original document Copying Groups of Documents You can copy groups of documents using the Mass Document Operations wizard To copy a group of documents you must have View rights to each document or you must have Manage rights and be a librarian for the library For more information see Copying a Group of Documents on page 308 Copying a Document 298 User s Guide 4 Click a document reference in your Mailbox 2 Click Actions gt Copy Document Copy Document 27x Manually set properties for each document Automatically set properties using default values Cancel 3 Select the method you want to use for creating document properties 4 Click OK Copying a Document to Another Library 4 Click the document reference in your Mailbox 2 Click Actions gt Copy Document 3 Select the library to which you want to copy the document in the Select Library to Copy To drop down list 4 Select the method you want to use for creating document properties gt click OK The information in the system fi
321. tional users In addition include any resource IDs such as conference rooms in the To box If necessary type usernames in the CC and BC boxes or To select usernames or resources from a list click Address gt double click each user gt click OK If you select a location resource in the Address Book its description is displayed in the Place box and its ID in the To box Type the place description in the Place box Specify the start date or Click the calendar icon to specify a date or auto date for your appointment Specify a start time and duration Duration can be in minutes hours or days Type a subject and message If you want change the font of the message text For information see Changing the Font of Items You Send on page 43 Cy Appointment To Jeanie Yacoub File Edit View Actions Tools Accounts Window Help Ei fB Y u 2 ihl Fb u z UAAR From Harry wong cc To Jeanie Yacoub BC Send Place Conf rome S S Start date 4 30 01 10 00AM E x Duration 1 Hour 15 Minutes o Cancel Subject Production Meeting Message I want to go over our current timeline Le Thanks Address Harry Attach Busy _B Folder Calendar Er 7 Ifyou want to make sure the people and resources for the appointment are available you can do a busy search See Checking When Everyone Is Available later in this section 8 Click Send Rescheduling an Appointment You can resch
322. to restore specific versions of deleted documents Viewing the Activity of a Document 4 Click the document reference in your Mailbox 2 Click File gt Properties 3 Click the Activity Log tab Document 8 2 x Document Version Sharing Activity Log Show selected version C Show all versions Activity log Version 04 28 01 04 22PM Harry Wong Checked Out 04 28 01 04 21PM Harry Wong Closed 04 28 01 04 20PM Harry Wong Opened 04 28 01 02 00PM Harry Wong Security Modified 04 28 01 02 00PM Harry Wong Made Official 04 28 01 01 59PM Harry Wong Created Status Checked Out Harry Wong Cancel Any document activity appears in the list box check out check in delete and so forth Creating and Working with Documents 287 Viewing Who Has a Document Open or Checked Out To view document activity you must have View rights for the selected document version 4 Click the document reference in your Mailbox 2 Click File gt Properties 3 Click the Activity Log tab to view who has the document open or checked out You can also view who has a document open by clicking the document reference gt File gt Properties gt the Version tab Checking Out Documents Use Check Out when you want to lock the documents you are working on for extended periods of time For example you can use Check Out to lock documents you want to work on when you are at home or away from the office You do not need to us
323. ts you create When you create a new document GroupWise inserts lt General User gt and lt Creator gt in the Share List By default general users all users with access to the library do not have any rights to the document and the author and creator have full rights to the document You can use the lt General User gt entry to grant the same rights to all users who have access to the library and you assuming you re the author of the document can use the lt Creator gt entry to limit the rights of the creator For example say that your secretary creates several blank performance review documents in the library one for each employee in your team and specifies you as the author of each document This gives you full rights to each document because you re the author however this also gives your secretary full rights to each document because he created them Of course you don t want your secretary to be able to read everyone s performance reviews so you could use the lt Creator gt entry to remove your secretary s rights to the performance review documents Specifying Users Who Can Share the Document You can use the options on the Sharing tab in Properties to give sharing rights to a document You can use one of the following methods to give sharing rights You can click Not Shared to prevent other users from viewing editing or deleting the document You can click Shared With to select specific users and groups and spec
324. ts and on various page sizes For example you could print a day calendar with all your appointments or a week calendar with all your appointments and tasks See Printing Calendar Items on page 113 Printing Status Information About an Item 1 Right click an item gt click Properties gE Properties 15 xi File Edit View Actions Tools Accounts Window Help A BY 4 Mail Envelope Properties BAEDABSD BF3 13 48946 Subject Group Lunch Creation Date 4 20 01 3 35PM From Jeanie Yacoub Created By JYacoub DEVELOPMENT PROVO1 Recipients Action Date amp Time Development Provo Delivered 04 20 01 03 35PM ADharmapalan Ana Dharmapalan FHaughey Fatirna Haughey FThompson Fred Thompson HWong Harry Wong 04 25 01 02 42PM JStevens Jason Stevens JYacoub CC Jeanie Yacoub KHuang Kuo Chang Huang MLamaroux Marlena Lamaroux RSteadman Ricky Steadman TMatijakovich Torn Matijakovich WColletti Victor Colletti WSanchez CC Walter Sanchez Post Office Delivered Development Provo 04 20 01 03 35PM Files Date amp Time MESSAGE 04 20 01 03 35PM Options Auto Delete siens on hm mn 2 Right click in the Properties window gt click Print 138 User s Guide Creating Rules You can automate many Group Wise actions such as replying when you re out of the office deleting items or sorting items into folders by using Rules to define a set of conditions and actions to be performed when an item
325. type the path to the location where you want to store the checked out document 5 Click Check Out Changes you make to the checked out document do not appear in the document in the library until you check the document back in or update it Users can view the checked out document in the library if they have View rights but those with Edit rights cannot edit the document while 1t is checked out Creating and Working with Documents 289 Checking Out Multiple Documents 1 In your Mailbox Ctrl click the document references for the documents you want to check out 2 Click Actions gt Check Out 6 7 In the Selected Documents list box click a document reference In the Checked Out Filename text box specify a check out filename By default GroupWise inserts the document number version and extension as the check out filename If you don t specify a different filename make a note of the filename so you can locate your checked out document Repeat Steps 3 and 4 until you have specified check out filenames for each document In the Selected Documents list box Ctrl click all the documents you want to check out Click Check Out While the document is checked out users who have View rights can look at the copy of the document in the library Viewing All the Documents You Have Checked Out 290 User s Guide 1 Click Actions gt Check In 2 Click Show All Checked Out Documents in Selected Library Check in
326. u know the person s name begin typing it in the To box of the item view Name Completion searches the Frequent Contacts address book the current address book and the system address book provided they are listed in the Name Completion Search Order When Name Completion finds the person you want to send a message to you can stop typing If Name Completion finds a name that is close to but doesn t exactly match the one you are looking for use the Up or Down arrows to scroll to adjacent names in the Address Book Sending Mail from the Address Book 4 Click on the toolbar 4 Address Book Of File Edit View Address Help Novell GroupWise Address Book Hary Wong Frequent Contacts Novell LDAP Address Book Search List Name Completion Position 2 Last 9 E Name Last First Department Networ i dendenhall Mend x11010 en Y ne Alfons Skoczylas Skoc Alfons x11014 ASko Development Engineer G Ana Dharmapalan Dhar Ana 11003 ADharma Development Tester Gro Art Ramirez Ramir Art 11012 ARamirez Development Engineer G ARamire Bradley Gelsomino Gelso Bradley x11005 BGelsomi Development Engineer G BGelsor Colleen Bolton Bolton Colleen x11000 CBolton Development Engineer G CBolton Fatima Haughey Haug Fatima x11022 FHaughey Development Engineer G FHaugk Tester Gro Fred Thompson Thom Fred x11017 FThomps Development Tester Gro FT home Harry Wong Wong Hany x11018
327. uested send option The size of an item including its attachments Field Criteria Entry Depending on the operator you can specify an integer or select a variable from the drop down list Depending on the operator you can specify an integer or select a variable from the drop down list Depending on the operator you can specify an integer or select a variable from the drop down list Depending on the operator you can specify an integer or select a variable from the drop down list Depending on the operator you can specify an integer or select a variable from the drop down list Specify a name Type part or all of the Place box text Select the priority from the drop down list Select the option from the drop down list Specify an integer Field Name Started Subject Task Category Task Priority To Total Recipients Version Created Date Version Creator Version Description Version Number Version Status This Field Refers to The start date of a task When a task is carried forward to the next day the start date becomes the new date Text appearing in the Subject box of an item The alphabetical priority of a task A B C and so on The numerical priority of a task 1 2 3 and so on A person s name appearing in the To box of an item The total number of recipients of an item The date a specific version of a document was Created
328. ump to the linked Web sites If you have Internet Explorer 4 x or higher installed on the same computer as GroupWise you can compose messages in HTML An HTML toolbar over the Message box gives you HTML options such as text formatting text color lists inserting lines and pictures inserting a background image and inserting links The HTML view is the default view so even simple text messages are composed in HTML For information about changing the font of items you send and receive see Changing the Font of Items You Send on page 43 and Changing the Font of Items You Receive on page 73 Setting the Default View as Plain Text 1 To set the default view as Plain Text open an item gt click View gt Plain Text Changing the Default Font in the HTML View 80 User s Guide If you set the default view as Plain Text you must accept the Windows system default font for your message text However if you choose HTML as your default view HTML tools become available in your outgoing and incoming messages You can also choose a different default font for your outgoing messages 1 From an HTML view select the font style and size you want to use as the default for your messages E Mail To 2 Right click any of the tools on the HTML toolbar gt click Set Current Font as Default Working with Items in Your Mailbox 81 82 User s Guide Scheduling Group and Posted Items You can schedule
329. up Wise system all the requests are sent to your Online Mailbox Use Pending Requests to check for outstanding requests 1 Click Accounts gt Pending Requests Pending Requests to Online Mailbox HE Requests Request Status Date Requested Retrieve Library Waiting to be Sent 4 28 01 5 35PM Dele New Document Reference Waiting to be Sent 4 28 01 5 36PM Create document reference Waiting to be Sent 4 28 01 5 36PM Update Item Waiting to be Sent 4 28 01 5 39PM Update Item Waiting to be Sent 4 28 01 5 39PM Update Item Waiting to be Sent 4 28 01 5 39PM Update Item Waiting to be Sent 4 28 01 5 39PM gt Last connection 3 13 01 4 41PM In Caching mode GroupWise immediately uploads send requests and other important messages If a Caching request hasn t been processed yet you can delete it by clicking the request gt Delete Only requests that haven t been sent to the Group Wise system and have the Waiting to be Sent status can be deleted If you ve already sent a request to the Group Wise system you cannot cancel the request Connection Status 242 User s Guide By default the Connection Status window is not displayed in Caching mode but you can display it by clicking Accounts gt Show Status Window Using Newsgroups You can view and post newsgroup items from GroupWise Newsgroups are similar to bulletin boards on the Internet You can find newsgroups about almost any topic Newsgroups are similar to Gro
330. upWise shared folders except instead of sharing information within your department or company you can share information with anyone on the Internet To use newsgroups you must have access to an NNTP server Your Internet Service Provider ISP will give you the correct server information and login name if necessary You can also search the Internet for a list of free NNTP servers that you can use This section contains information about the following Adding a News Account on page 244 Deleting a News Account on page 245 Subscribing to a Newsgroup on page 245 Posting a New Discussion to a Newsgroup on page 246 Replying to a Message in a Newsgroup on page 246 Adding a Signature to All Newsgroup Items You Send on page 247 Changing the Display Name for Newsgroup Postings on page 247 Updating the Local Newsgroup Folder on page 248 Deleting an Item in a Newsgroup from Your GroupWise Item List on page 248 Collapsing or Expanding All Threads in a Newsgroup on page 248 Performing a Search on a Newsgroup Server on page 249 Using Newsgroups 243 Marking Items in a Newsgroup According to Your Interests on page 249 Indenting Newsgroup Reply Text with a Specific Character on page 249 Specifying Download Settings for Individual Newsgroups on page 249 Adding a News Account 41 Click Accounts gt Account Options 2 Click the New
331. update your Remote Mailbox from your Network Mailbox Do you want your Remote Mailbox created on C Another machine 5 Type your Mailbox password gt click OK If a Remote Mailbox has been set up previously and you want to create additional setup diskettes click Back gt Back To create your Remote Mailbox on the docked laptop that is currently connected to the network with your GroupWise system click This Machine gt Next If you click This Machine and Group Wise is not installed on the docked laptop you are prompted to install GroupWise To use GroupWise away from your office click Yes to install GroupWise on the computer you re traveling with or To create a setup diskette for another computer such as your home computer click Another Machine gt Next Have a diskette ready When your setup diskette is created insert it into the computer where you want to set up your Remote Mailbox such as your home computer gt run SETUP EXE from the diskette Go to Step 10 7 Type the path for your Remote Mailbox gt click Next 8 Select the phone numbers you ll use to connect to your Online Mailbox gt click Next 9 Select the items you want to copy to your Remote Mailbox gt click Finish 10 Exit GroupWise 11 Right click the Windows desktop gt New gt Shortcut 12 In the Command Line box type C NOVELL GROUPWISE GRPWISE EXE pr PATH_TO_ REMOTE MAILBOX See Step 7 for path information 13 Clic
332. urce only if the resource is available 8 Click Save gt Close Opening and Emptying the Trash All deleted mail and phone messages appointments tasks documents and reminder notes are stored in the Trash Items in the Trash can be viewed opened or returned to your Mailbox until the Trash is emptied Emptying the Trash removes items in the Trash from the system You can empty your entire Trash or empty only selected items Items in the Trash are emptied according to the days entered in the Cleanup tab in Environment Options or you can empty the Trash manually The system administrator may specify that your Trash is emptied automatically on a regular basis Opening Your Trash ox 4 In your Folder List click Ej You can open save and view information on items in the Trash You can also remove items from the system or return them to the Mailbox Right click an item in the Trash to see more options Managing Your Mailbox 153 Undeleting an Item in the Trash 4 In your Folder List click oa 2 Select the items you want to undelete 3 Click Edit gt Undelete The undeleted item is placed in the folder from which it was originally deleted If the original folder no longer exists the item is placed in your Mailbox You can also restore an item by dragging it from the Trash folder to any other folder Saving an Item That Is in Your Trash You can save items that are in the Trash the same way you would save any other item
333. uto date appointment that would schedule the meeting for the entire year You could also reserve a room and projector with the same appointment Auto Dates can occur on the same day every week for example every Monday the same day s of the month for example the 15th and last day or any other defined series of dates You can also use Auto Date to schedule irregular or infrequent events such as holidays When you send an auto date item GroupWise copies the item and places one of the defined dates in each copy of the item For example if you define five dates for the event GroupWise makes five copies of the item and schedules one copy for each date If you send the item to other users you will have five outgoing items with a five occurrence auto date If you receive the event you will find five copies of the incoming item in your Mailbox each scheduled for a different date Scheduling Group and Posted Items 97 You can create an auto date three ways Dates lets you select specific days from a year calendar Example lets you schedule events on the same day every week the same day each month or periodically Formula lets you enter the scheduling information in text format Scheduling a Recurring Item by Dates 1 2 3 In an item you are scheduling click Actions gt Auto Date Click the days to schedule To move to a different year click the year button gt type the new year gt click OK 4 Ifyou
334. utomatically add a vCard or virtual business card to the end of messages GroupWise searches the Address Book for your user information and places it at the end of any messages you send vCards are electronic business cards formatted according to standards set by the Internet Mail Consortium A vCard file has a VCF extension and you can add the file to your outgoing e mail items Third party companies create software you can use to create vCards that include text graphics and sound When you use GroupWise to generate your vCard it uses the information from the fields in your Address Book listing To view a vCard that has been attached to an item right click it gt click View Attachment For information about importing vCard information into an address book see Importing Information from a vCard on page 195 Adding a Signature or vCard to Items 44 User s Guide 1 Click Tools gt Options gt double click Environment gt click the Signature tab 2 Click Electronic Business Card vCard or Signature Environment Automatica aad fe Prompt before adding 3 Ifyou selected Signature type the text you want as a signature in the Signature box or If you selected vCard either specify a VCF file or leave the field empty to have the vCard use information from your listing in the Address Book 4 Click Automatically Add to add the signature or vCard to every item you send or Click Prompt Before Adding to give
335. vailable Only 4 Right click the document reference in your Mailbox or folder 2 Click Reset Document Status 3 Click Mark the Document as Available 4 Make sure that Return the Document to the Library is not selected 5 Click OK Using Reset Document Status in Remote Caching Mode When you use Reset Document Status in Remote or Caching mode you can specify whether or not you want to return the document to the Master Library Use the Make the Document Available in the Master Library option to remove the In Use status and make the document available in the Master Library without updating the document 1 In Remote or Caching mode right click the document reference 2 Click Reset Document Status Reset Document Status 29 xi IV Retum the document to the Remote library Mark the document as available in the Master library Cancel Creating and Working with Documents 339 3 To make the document available without updating the document in the Remote Library click Mark the Document as Available in the Remote Library or To make the document available and update the document in the Remote Library click Mark the Document as Available in the Remote Library gt click Return the Document to the Remote Library 4 To change the document status from In Use to Available in the Master Library click Mark the Document as Available in the Master Library Using the Unreturned Documents Dialog Box When you start or exit Group Wise
336. ver 6 Click OK gt Close Subscribing and Unsubscribing to IMAP4 Folders This feature is available if your IMAP4 server supports subscribing and unsubscribing to folders When you unsubscribe to a folder it no longer displays in your list of folders under the IMAP4 server even though it is still in your IMAP4 account This is especially useful if you are accessing an NNTP account through an IMAP4 folder 4 Click Accounts gt Account Options 2 Click the IMAP4 account gt click Folders 3 Click the All tab to see all the folders in this account or Click the Subscribed tab to see the folders you are currently subscribed to 4 If you want to list folders containing specific text in the folder name instead of listing all of the folders type the text in the Search for Folders Containing text box gt click Search 5 Click the folder name gt Subscribe Working with Items in Your Mailbox 61 or To unsubscribe to a folder click the folder name gt Unsubscribe 6 Click Close Alphabetizing the Folders in an IMAP4 Account 1 In the Folder List right click the IMAP4 account folder gt click Sort Folders This option is not available if the folders are already alphabetized Downloading Voice Mail Attachments through an IMAP4 Account If you are accessing a telephony server through this IMAP4 account GroupWise can download the external file bodies for voice mail attachments You do not need to follow this procedure if you
337. want to clear all the dates you have selected click Reset 5 Click OK Scheduling a Recurring Item by Example 98 User s Guide 1 2 In an appointment task or reminder note you are scheduling click Actions gt Auto Date Click the Example tab In the Range group box specify the starting date and ending date or To specify a certain number of occurrences rather than a range specify the starting date gt click the End drop down list gt Occurrences gt specify the number of occurrences Click the Days of the Week drop down list gt click an option Click the months to schedule To schedule all ofthe months double click any month If you clicked Days of the Month click the On drop down list gt an option gt click the numbered days to schedule for example 1 and 15 or If you clicked Days of the Week click the ordinal number across from the day of the week to schedule for example 2nd Tue or 7 8 9 If you clicked Periodic specify a period length for example Recur Every 15 Days If you want to clear the dates you have selected click Reset To verify that you scheduled the correct dates click the Dates tab The dates you scheduled in the Example tab are selected in the calendars If you want to deselect any occurrence click the days you want to deselect on the Dates tab Click OK Scheduling a Recurring Item Based on Another Day of the Week You can schedule recurring items for
338. would schedule the last Sunday of the month and FRI LAST 1 would schedule the second to last Friday of the month Auto Date Formula Operators An operator is a character or word you insert in an auto date formula to perform a specific operation Each operator is assigned a priority meaning that when a formula is evaluated some operations are performed before others You can use grouping operators to group operators according to their priorities The table below lists operators and their priorities Additional details about the operators are provided following the table Function Priority A blank space high priority And 1 Plus or 2 Minus or 2 To or 3 Every Starting 4 Every Ending 4 Before 5 On Before 5 After 5 On After 5 Near 5 Near After 5 Oror 6 Not or 6 And or amp low priority And 7 102 User s Guide Grouping Operators Use parentheses as grouping operators to change the priority of operators or to group functions together for clarification For example because the high priority And operator a space has a higher priority than the Or operator a comma the formula below means that all scheduled days must fall on a Tuesday or must fall on a Thursday and be in the month of July or must be in the month of August tue thu jul aug In other words the formula is performed as if parentheses were inserted as follows tue thu Gul aug Now examine the following formula tue thu jul aug
339. x to a double arrow While composing an item click File gt Properties gt the Send Options tab gt Reply Requested gt select how soon you want the reply in the Reply Requested box Displaying Sent Items You may want to display items you previously sent For example you can read a sent item resend it with or without corrections and in some cases retract it if it has not already been opened by the recipient Displaying Items You ve Sent 1 If your toolbar is not already displayed click View gt Toolbar 2 Select a folder from the Folder List If you don t select a folder you ll see sent items from your Mailbox but not from any of the other folders or subfolders in the list Working with Items in Your Mailbox 67 3 Click the Display drop down list on the toolbar gt Sent Items The list of sent items you access here is from the folder you selected If you want to see all sent items from all the folders and subfolders in the Folder List open the Sent Items folder Resending Items Use Resend to send an item a second time perhaps with corrections 4 Click the display settings drop down list on the toolbar gt Sent Items Right click the item you wish to resend gt click Resend If the item was an auto date item click This Instance or All Instances Make any changes to the item if necessary gt click Send a fh ON Click Yes to retract the original item or Click No to leave the original item You can c
340. y 4 Click OK Setting How to be Notified When Outgoing Messages Change Status 1 Make sure Notify is running 2 Right click Y on the Windows taskbar gt click Options Managing Your Mailbox 133 3 Click the Return Status tab 4 Deselect Use Same Settings for All Types 5 Click the Settings For drop down list gt click the item type you want to make selections for 6 Click how you want to be notified for different status changes of that item type 7 Click OK If you are sending messages to non Group Wise systems remember that those systems must have status tracking capability in order to return the status of your outgoing message to your GroupWise system Setting How to be Notified of Items in Your Mailbox 1 Make sure Notify is running 2 Right click on the Windows taskbar gt click Options 3 Click the Notify tab 4 Deselect Use Same Settings for All Types 5 Click the Settings For drop down list gt click the item type you want to make selections for 6 Click how you want to be notified for different priority levels of that item type Being Notified of Someone Else s Messages 134 User s Guide Notify must be running for you to receive notification of alarms incoming items or a change in status of outgoing items You can receive notification for another GroupWise user only if he or she has given you appropriate Proxy rights in his or her Access List and if you have added that user s name to your Proxy L
341. y Documents To list box click the destination library gt Next Specify the directory where you want to save the log file You can click Generate A Log File Without Performing The Copy Operation to see the outcome of the copy without actually copying the documents If you are a librarian in the destination library you have two additional options on the Log page of Mass Document Operations Validate Document Property Fields lets you choose whether or not to validate the property fields of the documents you are copying Allow Documents With Validation Errors To Be Created or Updated lets you choose to bypass any validation errors Click Finish to copy the documents Copying a Group of Documents Listed in a File 312 User s Guide 1 2 3 4 Click Tools gt Mass Document Operations In the Operation group box click Copy In the Selection Method group box click Use Documents Listed In A File Specify the name of the file that contains a list of documents you want to copy click gt Next You can specify any text file ASCII or ANSD as the source file for a copy operation as long as the file contains a list of document IDs If you re creating a file make sure that each document ID is at the beginning of a line and that there is only one document per line If the file you specify is a log file from a previous copy operation you can click Process Errors Only and GroupWise processes only the documents that generated error
342. y also has Mail rights he or she can create or modify rules and folders Archive items Store and read your items in his or her archive folder If you give a proxy Archive rights items archived by that proxy may be stored on his or her hard disk and will be inaccessible to you Read items marked Read the items you marked Private If you don t give a Private proxy Private rights all items marked Private in your Mailbox are hidden from that proxy 146 User s Guide Adding and Removing Proxy Names and Rights in Your Access List 4 Click Tools gt Options 2 Double click Security gt click the Proxy Access tab 3 To add a user to the list type the name in the Name box gt when the full name appears click Add User 4 Click a user in the Access List Security Options El x Password Notify Proxy Access Send Options Name El Remove User a Access list Name Address Kuo Chang Hua KHuang Developme Lori Tanaka LTanaka Developm Molly Jones MJones Developme vv m Access rights for Molly Jones Mail phone M Read Write Appointments M Read P Write Reminder notes M Read Write Tasks FT Read Write I Sub scribe to my notifications V Modify options rules folders TF Read items marked private 5 Select the rights you want to give to the user 6 Repeat Steps 4 5 to assign rights to each user in the Access List You can select All User Access in the Access List and assign r
343. ying a Default Value for a Document Properties Field A default value is information author subject etc that is automatically inserted in the corresponding document property field for every document you add to the selected library You can specify default values for the document property fields that can be edited The default values are used when you create a new document or import a document into the selected library If no default values have been specified for Author and Document Type GroupWise uses the creator s name as the author and Document as the Document Type 4 Click Tools gt Options gt double click Documents 2 Click the library for which you want to specify default values 3 Click Properties gt click the Document Defaults tab 4 Click a field gt type the default value For example you could type your name as the default value for the Author field Creating and Working with Documents 265 If you do not include a required field in the Selected Fields list box on the Property Configuration tab you must specify a default value for the field here on the Default Values tab Required fields are marked with an asterisk on the Property Configuration tab Field names that are indented under another field are related to that field For example the parent field might be a project name and the child fields might be the sub project names If you want to specify a default value for a child field you must first specify a def
344. you can place it in the Marketing folder then link it to the Personnel folder You can then open the item from either folder Marks all items matching the rule conditions as private When an item is marked private you can restrict your proxies from accessing the item For example your rule could mark Private all items from your family members Marks all items matching the rule conditions as if they have been read For example if you are skimming a reply thread in a shared folder and don t want to follow the thread anymore your rule could mark all the items in the thread as if they had been read so they wouldn t sort at the top of the Item List Archives items when the rule conditions are met For example your rule could archive all items regarding a certain subject Archive is not available to use as an action when the triggering event is New Item or Filed Item Action Mark as Unread Stop Rule Processing Events that Trigger a Rule Event New Item Filed Item Open Folder Close Folder Startup Exit Result Marks all items matching the rule conditions as if they have not been read For example you could create a user activated rule to mark as unread all items you have opened from your manager to remind yourself to re read or act on them Stops other rules from acting on items that meet the rule conditions Rules are executed in the order they are listed in the Rules dialog box If there are other rules th
345. you want to look for 6 Click Next 7 Inthe Select Library To Copy Documents To list box select the destination library gt Next Select Library x Select library to copy documents to Tools Library lt Back Cancel 8 Click Preview to see a sample of the documents that will be copied based on the Find criteria you specified You can click Close at any time in the Find Results dialog box to cancel the Preview 9 Specify the directory where you want to save the log file You can click Generate A Log File Without Performing The Copy Operation to see the outcome of the move without actually copying the documents If you are a librarian in the destination library you have two additional options on the Log page of Mass Document Operations Validate Document Property Fields lets you choose whether or not to validate the property fields of the documents you are copying or moving Allow Documents With Validation Errors To Be Created or Updated lets you choose to bypass any validation errors 10 Click Finish to copy the documents Creating and Working with Documents 311 Copying a Group of Selected Documents 1 2 3 7 In your Mailbox or folders select the document references for the documents you want to copy Click Tools gt Mass Document Operations In the Operation group box click Copy In the Selection Method group box click Use Currently Selected Documents gt Next In the Select Library To Cop
346. ype criteria such as a person s name or a subject you can include wildcard characters such as an asterisk or a question mark Text you type is not case sensitive See Using Filter and Rule Wildcard Characters and Switches on page 169 for more information Click the last drop down list gt click End or Click the last drop down list gt click And or Or to narrow your filter by adding more filter criteria See Narrowing Your Filter on page 168 for more information Managing Your Mailbox 167 7 Read the text in the Filter dialog box beginning with Include entries where as you create your filter This summarizes how your filter will work The filter icon changes to Ea indicating that a filter is on 8 To save a filter for future use click the Filter pull down menu gt Save gt type a name gt click OK Clearing a Filter 4 In the lower right corner of the Main Window click FF gt Clear Filter After you ve cleared a filter the icon in the lower right corner of the Main Window changes back to If the filter is saved you can use it again by clicking View gt Filter gt the Filter Deleting a Filter 4 In the lower right corner of the Main Window double click 2 Click the Filter pull down menu gt Open 3 Click the filter you want to delete gt Delete Narrowing Your Filter You may want to limit your filter further by specifying additional criteria Each filter criterion is displayed in
347. ys in red on the Calendar When you mark a task Completed it no longer carries over to the next day on your Calendar Once you finish a task you can mark it Completed As the originator of an assigned task you can have Group Wise send you notification when the task is marked Completed You must have Notify running to receive notification A Completed status including the date and time the task was marked Completed is placed in the Properties window Assigning a Task to Other Users 90 User s Guide 4 Click Tl on the toolbar Y Task To Kuo Chang Huang A E File Edit View Actions Tools Accounts Window Help Eu f B Y u 2 E 8 b u aql AR From Harry wong CC fil To Kuo Chang Huang BC Send Start date 5 1 01 Due on 5 3 01 x Subject l Priority Cancel Message El Address Attach _B Folder Calendar E 2 In the To box type a username gt press Enter Repeat for additional users If necessary type usernames in the CC and BC boxes or To select usernames from a list click Address gt double click each user gt click OK 3 Type the date you want the task to begin and the date you want the task to be completed You can type the same date in both boxes or Click the calendar icon to specify dates or auto dates for your task 4 Type the subject 5 Type a priority for the task The task priority may consist of a character followed by a number The following are accept

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Novell GroupWise® 6