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GroupWise 7 Windows Client User Guide

1. 259 8 14 Advanced Address Book Options 0 0 eects 260 8 14 1 Defining Copy Options 0 eee 260 8 14 2 Changing Your MAPI Configuration 0 0 0 eee 260 Using Remote Mode 261 9 1 R mote Password jew Ta ae pote Rese A RE a ee ee tt 262 9 2 RemotecRequests vs cice e hdiwe eacane Serene ob E ve een ye en ei oe dee ured ace 262 9 3 Remote Connection Types eiie da ye eA a ETA E E E AA i adi 262 9 3 1 If Your Remote Connection Is Expensive 0 00 00 eee eee 262 9 4 Remote Features r ecrudacicieeeniaeeuteubhia eet te wi rma ybewawed nba beat i piht 262 9 5 Smart DOCKING eaea ete its od ete ei one aoc gee Wi ele wee Eee Ge a eee 262 9 6 Preparing to Use Remote 22 000 c bet bese ei eds o hiato phot eek oroni a 263 9 6 1 Setting Up Your Remote Mailbox 0 ce eee 263 9 6 2 Setting Up Multiple Remote Mailboxes on a Shared Computer 265 9 6 3 Specifying Remote Properties nauau aaaea 265 9 7 Sending and Retrieving Items in Remote Mode 0 0 c eee eee eee 267 9 7 1 Downloading Items Rules Addresses and Documents to Your Remote Mailbox 268 9 7 2 Sending Items in Remote Mode 0 cee eects 269 9 7 3 Viewing Pending Requests 0 cee eee 269 9 7 4 Retrieving Items That Were Not Completely Downloaded 270 9 7 5 Using Busy Search in Remote Mode 0 0 0 cece eee eee 270 9 7 6 Filtering the System
2. 0 00 eee eee 1 1 2 Starting Group Wis T resz cette See te Da de agen a np ee Mayes ee ee pb neue gc eee 1 2 Getting Acquainted with the Main GroupWise Window 200 020ee eee 1 2 1 Navi Bali nee arn on ea ett Seely ioe oe eee ee eae re be ee ee eee oe 12 2 Toolbars iiye noe a ih hee ee e a Te Be ee ee ee y Be cee 1 2 3 Panel eee oten a epi r ed arp kara pes Pe wer aa apa eR ead 1 2 4 Folder and Item List Header n os cecce ceradccri cerie teas 1 2 5 Folder Listi sasirian 28 ee pe r T Quan er Oe ad ee I A ee eee es 1 3 Understanding the Home View 0 0 0 teeta 1 4 Using Different GroupWise Modes Online Caching and Remote 1 4 1 Online Mode cc40eo teire ood Maen edi phate pb BX ba hoes 1 4 2 Caching M de 20 c e8 is deers e rene renga opie wepa ber in enaA p A 1 4 3 Remote Mode erer sperra a Oe ea eee be oe pee Ds ee ee ee es 1 5 Understanding Your Mailbox 0 000 e eee 1 5 1 Bolded Items in Your Mailbox 0 0 0 0 ce eee 1 5 2 Icons Appearing Next to Items in Your Mailbox Sent Items Folder and the Calendar iter i245 tate tute eho wate ek Sali Pe ho Yee Mek o ne eee 1 5 3 Viewing Options in Your Mailbox 0 0002 ees M6 Using Panels ss sash se E a Pave deavarey eds crace eared on 4 Mua A ee oe wie nana ahh ale eee 1 6 1 Customizing Your Panels i ei 0 00 1 6 2 Creating a New Panel 1 0 0 eens 1 6 3 ReSIzIng a Panels marao Feo etna eee eA e
3. 0 0 0 c eee 330 Saving DocumentSy svi eee eee See ee GU ee ee a eee a 331 13 12 1 Saving Items as Documents 0 0 cette 331 13 12 2 Saving Changes to a Document s Contents sasaaa aeaaaee 331 13 12 3 Saving Documents Outside of the GroupWise Library 00 331 Opening Document 3 0 eae nace Seed hath ae eat he eee aces bee ate kee 332 13 13 1 Opening a Document skrien 2nd ode ad Sh pee ee id Pe ees AES 333 13 13 2 Opening Multiple Versions of a Document 0 00 00 cee ee 333 Storing Multiple Versions of aDocument 00 0 c cee eae 334 13 14 1 Creating a New Version of a Document 2000 0c eee eee 334 13 14 2 Viewing Version Information fora Document 0 0 e eee eee 335 13 14 3 Specifying the Official Version of a Document 0 00 00 eee eee 335 Managing Groups of Documents 0 00 c cents 335 13 13 15 1 Preparing fora Mass Operation 0 0 0 0 cece eae 336 13 15 2 Selecting Documents for the Mass Operation 0 0 0 e ee eee eee 336 13 15 3 Acting as the Librarian 2 6 eae 337 13 15 4 Copying a Group of Documents 20 0000 eee 338 13 15 5 Moving a Group of Documents 0 cece tees 341 13 15 6 Changing the Properties of a Group of Documents 55 344 13 15 7 Changing Sharing for a Group of Documents 000 c eee ee eee 348 13 15 8 Deleting a Group of Documents
4. 0 00 eee 352 13 16 Viewing Documents When Your Network or GroupWise Is Unavailable 354 13 16 1 Enabling Document Echoing 0 eee tee 355 13 16 2 Deleting Unneeded Documents from Your Remote Library 356 13 17 Integrating GroupWise with Your Applications 2 0 sasaa aeaaee 356 13 17 1 Integrating Applications During Setup 2 ee 357 13 17 2 Integrating Applications After Setup 0 2 ee 357 13 17 3 Turning Off Integrations 0 0 eee ae 357 13 17 4 Turning On Integrations 0 0 eee 358 13 17 5 Using Non Integrated Applications 0 0 0 saaana 359 13 18 Returning Documents to the Library 0 0 0 fees 361 13 18 1 Using Reset Document Status 0 0 eee 361 13 18 2 Using Reset Document Status in Remote Caching Mode 362 13 18 3 Using the Unreturned Documents Dialog Box 0 000 e eee eee 363 13 19 Replacing a Document with a File from Backup 1 2 0 0 eee ee 363 14 Customizing GroupWise 365 14 1 Delaying Delivery of an Item 2 tenes 366 14 2 Getting a Return Receipt for Items You Send 0 00 cece ee 366 14 3 Requesting a Reply for All Items You Send 2 ce eee 367 14 4 Specifying Where Archived Items Are Stored 0 0 c eee 368 14 5 Changing the Priority of Items You Send 0 cee eee 369 14 6 Customizing Headers is anor ya wiv Sede eee etd pne dae es hed ve eas 370 14 7 Changing
5. 0 00 c eee eee eee 65 3 5 1 Adding a POP3 or IMAP4 Account to GroupWise 0 0 c eee eee eee 66 3 5 2 Modifying Properties of a POP3 or IMAP4 Account 0 000 eee eee 67 3 5 3 Downloading Items from POP3 and IMAP4 Accounts 0000 eae 67 3 5 4 Downloading New Items from POP3 and IMAP4 Accounts Automatically 68 3 5 5 Downloading Only the Header Subject for IMAP4 Accounts 4 69 3 5 6 Using GroupWise to Send POP3 and IMAP4 Mail 0000 eee 69 3 5 7 Deleting an Item from a POP3 or IMAP4 Account 0 0c eee eee eee 70 3 5 8 Connecting to a POP3 or IMAP4 Server Using SSL 000 000 e eee 70 3 5 9 Importing POP3 and IMAP4 Accounts 0 0 cece tees 71 3 5 10 Storing Your POP3 Items on a Mail Server 0 0 c eee eee 72 3 5 11 Changing the Length of Time for POP3 and IMAP4 Server Timeouts 72 3 5 12 Subscribing and Unsubscribing to IMAP4 Folders 00 00 eee eee 73 3 5 13 Alphabetizing the Folders in an IMAP4 Account 0 000 e eee eee eee 73 3 5 14 Downloading Voice Mail Attachments through an IMAP4 Account 73 Attaching Files senpe esc eek ead eet eh ee dk a eee ee ete 74 3 6 1 Attaching a File to an Item 2 teas 74 3 6 2 Attaching a Document Reference to an Item 1 2 cee 75 3 6 3 Embedding an OLE Object in an Item 0 0 ee ee 77 3 6 4 Viewing Attached Files siae i e
6. 2 Double click contacts to add them to the right pane If the users you want to add are in a different address book click the address book on the Look In drop down list To filter the list of entries by contacts groups or resources click an option on the drop down list 3 To add an entry that is not in an existing address book click New Contact fill in the information click OK then double click the entry 4 Click Save Group or 238 GroupWise 7 Windows Client User Guide If you want to save the group to a different address book than the one that is displayed click the arrow on the right of Save Group then select the address book Friends Frequent Contacts Summary Details Name Comments Members 4 Contacts 0 Groups 0 Resources amp Add 8 To Art Ramirez X fe 8 To Charles Bolton 8 To Claudia Wong 8 To Fred Thompson Cancel 5 Type a name for the group 6 Type comments such as a description of the group 7 Click OK twice 8 5 2 Addressing Items to a Group Address 1 In an item view click on the toolbar y Address Selector PR Lookin Frequent Contacts Mi Look for Match Name v Selected Routing Slip C Address List Cy To amp Friends Name E Mail Add Conference Room ake 7 4 Mike Palu mpalu cc amp Sophie Jones sjones c lt New Contact fa ta amp y Save Group X Remove 2 Se
7. Specifying User and System Information for Your Remote Mailbox on page 266 Changing Remote Delete Options on page 267 Changing Your Signature on page 267 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 Group Wise 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 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 Using Remote Mode 265 If you change time zone settings be sure to change your computer s clock to match the new time zone 1 In Remote mode click Tools gt Options then double click Accounts Remote 2 Click the remote account click Properties then click the Server tab 3 Click Time Zone click the current time zone then click OK 4 Click Time Zone click the Date amp Time tab change your computer s clock to match the new time zone then click OK For more information about using Date Time Properties see your Windows documentation Sending and Retrieving Items At Regula
8. Narrowing a Find on page 206 204 GroupWise 7 Windows Client User Guide Finding an Item 1 Click Tools gt Find Find Find by Example Look in Caching Online data E M GY Sophie Jones Home Ho 4 All Libraries From Author ltem type CI Mail C Appointment C Task C Phone message CI Note C Document ltem source C Received Posted Cl Sent C Draft Date range C Created or delivered between and 5 24 2005 E Find only official document versions 2 To search for specific text select Full Text or Subject from the drop down list then type what you are looking for in the field 3 To search for a name select From Author or To CC from the drop down list then type the name in the field 4 Select each item type you are looking for then select each item source you are looking for 5 To specify a date range select the Created or delivered between check box then type or select the dates 6 In the Look in list box click the folders and or libraries you want to search in You might need to click the plus sign next to your user folder to expand the folder structure 7 Click OK to begin the Find Use Advanced Find to make your search more specific For example you might 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 with multiple vers
9. 3 7 5 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 you ll see the comment in the Properties window You 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 There are two views for the Properties Basic Properties Displays the Properties header and a list of recipients The list of recipients displays the recipient s name and user ID what actions the recipient has taken with the item date and time of last action and any comments Advanced Properties Displays the Properties header recipients Post Offices files and options for the item The Advanced Properties page is more of interest to system administrators when they need to track the item for troubleshooting purposes You can save and print status information for an item For information about a document use the Activity Log in Properties See Section 13 7 Viewing the History of a Document on page 321 This section contains the following topics e Checking the Status of an Item on page 80 e Saving the Status Information of an Item on page 81 e
10. Creating and Working with Documents 315 Default Sharing Rights and Proxy If a 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 13 5 3 Specifying Users Rights to the Document 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 If users don t have View rights they can t see the document in the results of a Find 13 5 4 Giving a User Rights for All Document Versions 1 Click the document reference in your Mailbox 2 Click File gt Properties 3 Click the Sharing tab Document 9 Document Version Sharing Activity Log Personalize
11. Name Comments Members 0 Contacts 0 Groups 0 Resources amp Add x Cancel Using the Address Book 237 Type a name for the group Type comments such as a description of the group Click Add to open the Address Selector dialog box and display the address list Click To CC or BC double click or Ctrl click and drag the users and resources for your group If the users you want to add are in a different address book click the address book on the Look In drop down list NO on Ff To filter the list of entries by contacts groups or resources click an option on the drop down list 8 To add an entry that is not in an existing address book click New Contact fill in the information click OK then double click the entry 9 Click OK twice to save the group in the personal address book You can also create and save a personal group from the Address Selector when you are addressing a message or other item Address 1 Inan item view click on the toolbar Address Selector Lookin Novell GroupWise Address Book Look for Match Name v Selected Routing Slip C Address List Name Benjii Gensormino Charles Bolton cboltoi Claudia Wong cwong Conference Room 2012 Confer Engineers Engine External Resource Extern External Resource 2 Extern Flavian Haughey fhaugt Fred Thompson fthorn Grara Smith cremith ep o BOOS O w wo o Details su xX
12. 6 3 Saving an Item in Your Calendar 1 In your Mailbox or Calendar click the item you want to save click File gt Save As 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 field or Using Your Calendar 145 Type a subject name in the Subject field 5 To save the item in a different directory than is shown in the Current directory field click Browse then select the new directory or To save the item in a different GroupWise Library click the drop down list then select a library name 6 Ifyou are saving to disk select Report file name conflicts to be prompted before replacing a file with the same name 7 Ifyou are saving to a GroupWise Library make sure Set properties using default values is selected unless you want to specify document properties at this time 8 Click Save then click Close Saved items remain in your Calendar as well as being copied to the location you specify Items are saved in WordPerfect format with a doc extension so that they can also be opened in Word Attachments are saved in their original format 6 4 Using the Multi User Calendar 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
13. Changing the Subject of a Sent Item on page 82 3 7 1 Confirming Delivery of Items You ve Sent Group Wise provides several ways for you to confirm that your item was delivered 78 GroupWise 7 Windows Client User Guide Track an Item You Sent You can check the status in the Properties window of any item you ve sent For information see Checking the Status of Your Items on page 80 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 For information see Receiving Notification About Items You Send on page 81 Request a Reply You can inform the recipient of an item that you need a reply GroupWise adds a sentence to the item stating that a reply is requested and changes the icon in the recipient s Mailbox to a double arrow For information see Requesting a Reply for Items You Send on page 82 3 7 2 Displaying Sent Items You might 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 1 Click the Sent Items folder Ain the Nav Bar All sent items reside in this folder unless they are moved to a folder other than the Mailbox or Calendar If a sent item is moved to another folder it no longer displays in the Sent Items folder To display sen
14. If you use the same workstation for multiple people it is highly recommended that each user have a seperate log in for the workstation When GroupWise saves the display settings for a user they are saved to the current user s registry This allows GroupWise to display the settings for the user that is currently logged in to the workstation This allows you to customize GroupWise the way you want it to look without changing the look for other users When a user is done using the workstation that user should log out of the workstation completely This allows the next user to log on to the system with their GroupWise settings However there are special circumstances when having a different log on for each user on the workstation is not a viable option In these cases there are a couple of steps you should perform to setup Group Wise properly e Using the Login Screen Startup Switch on page 45 e Using Notify On a Shared Workstation on page 45 44 GroupWise 7 Windows Client User Guide Using the Login Screen Startup Switch For the login screen startup switch to work properly you must be on the same post office as the other user to log into your own Mailbox from his or her workstation 1 Right click the GroupWise icon on the desktop click Properties click the Shortcut tab in the Target field after the GroupWise executable type a space type u then click OK 2 Start GroupWise y Novell GroupWise Startup UserID
15. MvView Edit Delete Share Modify security Version Level Security Status Available 3 Click Shared with 4 Type the name of the GroupWise WebPublisher user in the Name field then 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 13 6 2 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 username for the publishing site from which you want to unpublish the document 1 Click the document reference for the document you want to unpublish 320 GroupWise 7 Windows Client User Guide Click File gt Properties then click the Sharing tab Click the GroupWise We
16. a Inside Name E Mail Address Office Phone Department npalu corporate com x11002 Development B N e Filter off EG Fr g A Filter for Groups Dg sS Filter for Resources Filter for Organizations Name Format System Book Links Refresh 4 To return to the non filtered address book view click View gt Filter Off In the Address Selector click a predefined filter from the drop down list to filter for contacts groups and resources The Address Book places icons to the left of contacts resources groups and organizations in all address books These are what the icons look like 3 Contacts Resources 22 Groups E Organizations Using the Address Book 259 8 14 Advanced Address Book Options This section contains the following topics e Section 8 14 1 Defining Copy Options on page 260 e Section 8 14 2 Changing Your MAPI Configuration on page 260 8 14 1 Defining Copy Options Use Copy Options to select the copying format to use when you copy address book data to the clipboard When copied to the clipboard the address book data is formatted as a virtual business card vCard or address book text A vCard includes all of identifying information for an individual that is included in an address book When you select one of the two copy formats Display Data ASCII text format or vCard Data vcf stream format the vCard data copied thereafter with the standard Windows text copy pr
17. 32 GroupWise 7 Windows Client User Guide adding or rearranging columns see Section 7 18 Using the Columns in Your Mailbox on page 220 Figure 1 6 Details View DDBHe t PPPDDODD From Sophie Jones Sophie Jones Mike Palu Alfons Skoczylas Alfons Skoczylas Admin GwCheck Mike Palu Sophie Jones Sophie Jones Sophie Jones Sophie Jones Sophie Jones Subject Lunch Meeting News from Payroll January Spreadsheet What s a good time Re What s a good time GWcCheck Report test One on One Lunch Projects Status of Report Lunch Discussion Threads Discussion Threads shows the e mail discussion of an original item and all its replies grouped in hierarchical order Figure 1 7 Discussion Threads View Date 1 17 2003 12 30 pm 1 22 2003 5 12 pm 1 27 2003 4 20 pm 5 14 2003 4 43 pm 5 14 2003 4 47 pm 10 17 2003 12 00 am 4 19 2005 12 00 am 4 26 2005 12 18 pm 4 26 2005 11 52 pm 4 26 2005 11 53 pm 4 26 2005 11 55 pm 4 26 2005 11 59 pm Pa From e Mike Palu Qype Mike Palu Sophie Jones Q Sophie Jones amp Mike Palu Epe Mike Palu Ee Mike Palu Q Alfons Skoczylas Qr Mike Palu le Alfons Skoczylas cap Mike Palu nels Subject Hello Final Test Plan Lunch Meeting News From Payroll January Spreadsheet Fwd January Spreadsheet Please review What s a good time What s a good time Re What s a good time Re What s a good time GWChec
18. Edt Delete Share Other versions View Edt Delete Share 7 Click the check box for each right you want the user to have for the version type then click OK twice Users must have sharing rights to put the document reference in a shared folder 13 5 6 Giving Users Rights to Modify the Sharing Settings for a Document You must be the creator or author of a document to grant rights to modify security settings Click the document reference in your Mailbox Click File gt Properties Click the Sharing tab Click Shared with In the Name field type the name of the person or group you want to grant Modify Security rights to then click Add User 6 Click the user s name in the Share list click Modify Security then click OK a fF WON Creating and Working with Documents 317 13 5 7 Preventing Other Users from Accessing Your Document 1 Click the document reference in your Mailbox 2 Click File gt Properties 3 Click the Sharing tab Document 9 O Shared wit Name Share list Name Security Rights for all versions for Benny Bumblebee Status Available 4 Click Not shared then click OK 13 6 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 at
19. Graphical Button Media Clip Microsoft Equation 3 0 Microsoft Excel Chart Microsoft Excel Worksheet Result Inserts a new Adobe Acrobat Document object into your document 3 To embed an existing object click Create from File type the path and filename then click OK Skip to Step 8 or To create a new object and embed it follow Steps 4 8 Click Create New then select a type of object Click OK to open the application Create the object you want to embed NO on fb Click the application s File menu then click Exit This step might differ depending on the application 8 Complete the item if necessary then click Send on the toolbar 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 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 3 6 4 Viewing Attached Files When you click an attached file the attachment is displayed in the message pane with a viewer This is usually faster than opening the attachment however the attachment might not be formatted properly If the attachment type is not supported you receive an error 1 Open the item containing the attachment Working with Items in Your Mailbox 77 2 Click the attachment or Right click the attachment then click View Attachment or View in New Window or If you canno
20. Ver 1 Current Work Assignments List of documents Show original list O Show all checked out documents in selected library Select library Development Library Default v Checked out location and filename c DOCUME 1 mmoulder LOCALS 1 T emp XPG rpWise 3 Click the Check in method drop down list then click Update without checking in 4 Click Update Group Wise 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 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 13 9 Checking In 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 Creating and Working with Documents 325 Check In Method What It Does Check In and Move Moves the doc
21. 3 Click Properties then click the Document Defaults tab 4 Click a field then type the default value For example you could type your name as the default value for the Author field 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 default value for its parent field 5 Click OK Understanding Document Types When you create a document in GroupWise 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
22. Check Out Check out and copy document R Selected documents Ver 1 Current Work Assignments Checked out filename 9 C tnt Checked out location C DOCUME 1 mmoulder LOCALS 14T emp xPGrpwise Report filename conflicts 3 Inthe Checked out filename field 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 Inthe Checked out location field 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 it is checked out Creating and Working with Documents 323 13 8 2 Checking Out Multiple Documents In your Mailbox Ctrl click the document references for the documents you want to check out Click Actions gt Check Out In the Selected documents list box click a document reference A O N In the Checked out filename field 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 differe
23. Delete Remove document from folder Delete selected version from library Delete all versions of document from library 3 Click Remove document from folder then click 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 13 10 3 Deleting a Specific Version of a Document 1 Click the document reference in your Mailbox 2 Click Actions gt Version List 3 Click the version you want to delete 4 Click Edit then click Delete 13 10 4 Deleting All Versions of a Document 1 Click the document reference in your Mailbox 2 Click Edit gt Delete Delete Remove document from folder Delete selected version from library Delete all versions of document from library 3 Click Delete all versions of document from library then click OK Creating and Working with Documents 329 13 11 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 Docum
24. O Not shared Shared with Name G Share list Name Security lt Creator Access gt View Edit Delete Share Modify lt General User Access gt Denied Benny Bumblebee View Rights for all versions for Benny Bumblebee MVview Edt Delete Share _ Modify security Version Level Security Status Available 4 Click Shared with 5 Inthe Name field type the name of the user or group you want to grant rights to then click Add User 316 GroupWise 7 Windows Client User Guide 6 Click the user s name in the Share list then 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 13 5 5 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 Click the document reference in your Mailbox Click File gt Properties Click the Sharing tab Click Shared with In the Name field type the name of the user or group you want to grant rights to then click Add User a fF WN 6 Click the user s name in the Share list then click Version Level Security Version Level Security Designate the security options for the selected names on a version level Official version View Edt Delete Share Current version View
25. Section 7 5 12 Setting Notify Options for Return Status Messages on page 180 Section 7 5 13 Setting How to Be Notified of Items in Your Mailbox on page 180 Section 7 5 14 Being Notified of Someone Else s Messages on page 180 7 5 1 Starting Notify 1 Click Start on the Windows taskbar click Programs gt GroupWise gt GroupWise Notify To make access easier you can create a shortcut to Notify on your Windows desktop 7 5 2 Starting Notify When GroupWise Starts You can select to have Notify automatically start when GroupWise starts 1 Click Tools gt Options then double click Environment 2 Click the General tab then select Launch Notify at startup 3 Click OK then click Close 7 5 3 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 E on the Windows taskbar then click Read Mail 7 5 4 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 1 Make sure Notify is running 2 Right click on the Windows taskbar then click Options 3 Click the Alarms tab 4 Click Send to pager Managing Your Mailbox 177 5 Enter the SMTP address to your electronic pager
26. Using Filter and Rule Wildcard Characters and Switches on page 214 Section 7 17 8 Using Filter and Rule Operators on page 214 Section 7 17 9 Understanding Filter and Rule Fields on page 216 7 17 1 Creating a New Filter 1 Click a folder such as Mailbox Trash or a folder you have created Filters affect all folders By clicking a folder you can see the filter results immediately or Click the Appointments Reminder Notes or Tasks List in a calendar view The filter applies to all lists in the calendar view For example if you click the Reminder Notes List the Appointments and Tasks Lists are also affected by the filter 2 On the toolbar double click Filter Message Attachments Category 3 In most folders the following fields display Fill in one or more of the following fields e From To display items from a specific person type a name in the From field Click to select a name from a list e To CC To display items to a specific person type a name in the To CC field Click to select a name from a list e Subject To display items containing specific text in the subject type text in the Subject field Text you type is not case sensitive 210 GroupWise 7 Windows Client User Guide e Message To display items containing specific text in the message type text in the Message field Text you type is not case sensitive e Category To display items that have been assigned a cate
27. 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 Group Wise 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 358 GroupWise 7 Windows Client User Guide 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 This section contains the following topics e Turning On Integrations for All Your Applications on page 359 Turning On Integrations for One Application on page 359 Turning On Integrations for All Your Applications 1 Click Tools gt Options then double click Documents 2 Click the Integrations tab 3 Select the Enable Integrations check box then click OK This turns on integrations for all your integrated applications It doesn t have any affect on non integrated applications Turning On Integrations for One Application Click Tools gt Options then double click Documents Click the Integrations tab Select the Enable integration
28. are displayed in the folder folder If you delete an item from this folder the original item remains in its original folder and redisplays the next time you open this folder You can resend reschedule and retract sent You can resend reschedule and retract sent items items from this folder from this folder Calendar Folder The Calendar folder shows several calendar view options If you hide your Folders list by clicking View gt Folders List the Main Window shows a better view of your Calendar The Calendar folder contains any additional folders that you have created You can use the Folder List to choose which calendars to display The selected calendars are displayed in the calendar view Contacts Folder The Contacts folder by default represents the Frequent Contacts address book in the Address Book You can change the folder properties so that it represents a different address book in the Address Book For information see Changing the Address Book for the Contacts Folder on page 169 Any modification you make in the Contacts Folder is also made in the Frequent Contacts address book From this folder you can view create and modify contacts resources organizations and groups Your proxies never see your Contacts folder Checklist Folder Use the Checklist folder M to create a task list You can move any items mail messages phone messages reminder notes tasks or appointments to this folder and
29. e Section 11 2 Deleting a News Account on page 284 e Section 11 3 Subscribing to a Newsgroup on page 285 Section 11 4 Posting a New Discussion to a Newsgroup on page 285 Section 11 5 Replying to a Message in a Newsgroup on page 285 Section 11 6 Adding a Signature to All Newsgroup Items You Send on page 286 Section 11 7 Changing the Display Name for Newsgroup Postings on page 286 Section 11 8 Updating the Local Newsgroup Folder on page 287 Section 11 9 Deleting an Item in a Newsgroup from Your Group Wise Item List on page 287 Section 11 10 Collapsing or Expanding All Threads in a Newsgroup on page 287 Section 11 11 Performing a Search on a Newsgroup Server on page 288 Section 11 12 Marking Items in a Newsgroup According to Your Interests on page 288 Section 11 13 Specifying Download Settings for Individual Newsgroups on page 288 11 1 Adding a News Account 1 Click Accounts gt Account Options 2 Click the News tab then click Add 3 Type an account name then click Next Using Newsgroups 283 The name can be anything you want The name you type displays next to the folder in your Folder List Create News NNTP Account Your Internet Service Provider will give you the correct 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 se
30. fields When you create a personal address book a book icon is added to the main Address Book window You can expand and collapse open books by clicking and 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 list addresses according to your preferences For example you can include Internet addresses or no address at all for the people you add to your personal address books You can also create personal groups If you save a list of people as a group you only need to type the group name in the To box to send the entire group a message This section contains the following topics e Section 8 11 1 Creating a Personal Address Book on page 253 e Section 8 11 2 Deleting a Personal Address Book on page 253 e Section 8 11 3 Editing a Personal Address Book on page 254 e Section 8 11 4 Synchronizing Address Book Entries on page 256 252 GroupWise 7 Windows Client User Guide 8 11 1 Creating a Personal Address Book ESTEER 1 Inthe Main Window click 2 Click File gt New Book on the toolbar 3 Type a name for the new book then click OK 4 To add new entries to the new address book click the address book then click New on the toolbar New Entry Select the entry type Group Resource Organizat
31. i Month is Year EB Multiuser O B Mon May 23 2005 WIEP Wed May 25 2005 Thu May 26 2005 Friday May 27 2005 May 2005 8 u AM Sil 142 GroupWise 7 Windows Client User Guide Figure 6 2 Calendar View 3 Novell GroupWise Calendar DER tems New Appt Address Book itd Day Week Ga Month Year Multi User Meeting with Docs Room 138 June 2005 fy dal Ue a TES 1 23 4 5678 19 m11 12 13 14 15 16 17 18 00 j Ap Doctor s Office You can view the Calendar in various formats including week month and year Click a different button on the Calendar toolbar 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 6 1 2 Navigating in the Calendar Use the Calendar toolbar to see what you want in the Calendar Figure 6 3 Calendar Toolbar 5 23 2005 4 gt today PF bay Fr week St month fies Year Mutiuser m m 1 To select a date to view click Bl then click a date 2 To return to today s date click E 3 To move forward or back 1 day 1 month or 1 year dependi
32. kh O N 7 5 9 Setting How to be Notified 1 Make sure Notify is running 178 GroupWise 7 Windows Client User Guide 2 Right click amp on the Windows taskbar then click Options 3 Click the Notify tab 4 Select the type of item that you want to set notification for or Select Use same settings for all types to use the same settings for all the types of items 5 Select the following optionsfor high priority standard priority and low priority items 5a Select if you want the Notify pop up dialog box to display 5b Select if you want to play a sound If you select to play a sound click the folder to browse to the sound you want Notify to play 5c Select if you want Notify to launch a program when notifying you 6 Click OK 7 5 10 Setting the Alarm Options Make sure Notify is running Right click E on the Windows taskbar then click Options Click the Alarm tab Select if you want the Notify pop up dialog box to display a Fk O N Select if you want to play a sound If you select to play a sound click the folder to browse to the sound you want Notify to play o Select if you want Notify to launch a program when notifying you 7 Select if you want Notify to send the alarm to your pager If you select to send the alarm to a pager you must specify the gateway service with options and the pin For example skyte1 b4 12345 8 Click OK 7 5 11 Setting How to Be Notified When Outgoing Messages Change Status Mak
33. no matter what is specified in the other two lists For example you may have zcompany com in your Block List but you have one friend whose address is myfriend zcompany com Add this friend s e mail address to the Trust List If you specify Junk Mail Handling options in Caching or Remote mode make sure to synchronize with your Online Mailbox in order to see the same options when you log in to GroupWise on another computer However e mail from contacts in your Frequent Contact address book and your corporate address book will not be blocked Your system administrator can turn off Junk Mail Handling so that it is not available This section contains the following topics Blocking or Junking E Mail From a User on page 104 Blocking or Junking E Mail From an Internet Domain on page 106 Junking E Mail From Users Not In a Personal Address Book on page 107 Deleting Items From the Junk Mail Handling Folder on page 108 Preventing E Mail From a User or Internet Domain From Being Junked or Blocked on page 108 Modifying Junk Mail Handling Lists and Settings on page 109 Blocking or Junking E Mail From a User 1 Right click an item with an Internet address then click Junk Mail 2 Click Junk Sender or 104 GroupWise 7 Windows Client User Guide Click Block Sender Open View Save As Print Filter Junk Mail Dial Sender Reply Forward Forward as Attachment Delete Delete an
34. on page 62 Where the Address Selector Displays The Address Selector displays in other places throughout Group Wise for example when you are selecting members of a group entries for a filter or find and so forth It might be slightly modified to show only context appropriate options Contacts Folder The Contacts folder in the GroupWise Folder List by default represents the Frequent Contacts address book in the Address Book Figure 8 3 Main Window Showing Contacts Folder s4 Novell GroupWise Caching Contacts tM Ee e E Contacts B cachinaw E Contacts 2 NewMail New Appt amp Addn Filter a Sophie Jones Home Name E Mail Address Phone Nu Home Pho Journal 123 1234 Style Default Notes Q c Mailbox 1 ae Conference Room rs ores Henry Yubouc s a fm Calendar Jerry Inc Properties Mike Palu mpalu corporate c x11002 555 0002 Phone 123 1234 8 Documents Sophie Jones sjones corporate x11006 Owner Sophie Jones Wf Checklist E7 Work In Progress A Cabinet E Junk Mail E Trash Message Last Connection 5 24 2005 2 38 pm Mailbox Size 0 Selected 1 If you want the Contacts folder to display entries from a different address book right click the Contacts folder click Properties click the address book name from the Address Book drop down list then click OK Any modification you make in the Contacts folder is also made in the corresponding address book Frequen
35. the status of the document in the Master Library is reset to Available the next time you connect 13 17 Integrating GroupWise with Your Applications Group Wise Integrations make it possible for you to link your applications to your Group Wise 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 GroupWise 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 GroupWise 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 GroupWise Library This section contains the following topics e Section 13 17 1 Integrating Applications During Setup on page 357 e Section 13 17 2 Integrating Applications After Setup on page 357 Section 13 17 3 Turning Off Integrations on page 357 356 GroupWise 7 Windows Client User Guide e Section 13 17 4 Turning On Integrations on page 358 e Section 13 17 5 Usi
36. 0002 e ee eee 321 13 7 2 Viewing the Activity of aDocument 0 0 cee eee 321 13 7 3 Viewing Who Has a Document Open or Checked Out 000 322 Checking Out Documents 02 0 00 teen ee 322 13 8 1 Checking Outa Document 0 cette 323 13 8 2 Checking Out Multiple Documents 0 0 c eee 324 13 8 3 Viewing All the Documents You Have Checked Out 20 0000 324 13 8 4 Updating a Checked Out Document Without Checking ItIn 325 Checking In Documents Arr e500 sas ees fs fe a ee an fete on Pe et ee ee es 325 13 9 1 Checking in a Document and Leaving a Copy in the Check Out Location 326 13 9 2 Checking in an Unchanged Document 0 0 00 e eee eee 327 13 9 3 Checking in a Document and Deleting It from the Check Out Location 327 13 9 4 Checking In a Document and Making Ita New Version 00 328 Deleting Document dansen e523 shee Aiea ee oe Oe eee ee ek ee eee a E 328 13 10 1 Deleting Groups of Documents 0 0 cee ee 329 13 10 2 Deleting a Document Reference from Your Mailbox 20 eee 329 13 10 3 Deleting a Specific Version of aDocument 0 0 0 eee ee 329 13 10 4 Deleting All Versions of aDocument 0 0 00 cee ee 329 Copying Documents Anne rre a A Pe CE hea 330 13 1 1 1 Copying a DOCUMENTs see riire rrira Ea Pe i ee eee alee eed Pace ade ave 330 13 11 2 Copying a Document to Another Library
37. 1 Click Tools gt Options then double click Environment 2 Click the Signature tab 3 Select Signature then click New 4 Type a name for the signature then click OK 5 Create your signature in the HTML editor that is provided 56 GroupWise 7 Windows Client User Guide 6 Select if you want this signature to be your default signature 7 Click OK Adding a Signature or vCard to Items 1 To specify a signature for all items click Tools gt Options then double click Environment 2 Click the Signature tab 3 Click Electronic business card vCard or Signature Environment General Views File Location Cleanup Default Actions Signature Appearance Add your signature and or electronic business card vCard to outgoing messages Signature Automatically add Tahoma t Mike Palu C Set as default Rename Technical Writer mpalu corporate com Signature name Work wai C Electronic business card vCard Leave empty to use Address Book generated vCard 4 Ifyou selected Signature the signature to use in the Signature name drop down list 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 5 Click a signature option 6 Click OK You can have both a signature and a vCard at the same time 3 2 6 Spell Checking Items You Send There are two ways to spell check the items you
38. 2 Make sure you are logged in as yourself on your computer 3 Click Start gt Run browse to the file location select setup exe then click OK 4 Follow the instructions in the Setup Wizard 1 1 2 Starting GroupWise 7 1 Double click nw on your desktop to display the GroupWise Main Window Getting Started 19 1 2 Getting Acquainted with the Main GroupWise Window Your main work area in GroupWise is called the Main Window From the Main Window of GroupWise you can read your messages schedule appointments view your Calendar manage contacts change the mode of GroupWise you re running in open folders open documents and much more The basic components of the Main Window are explained below 1 2 1 Nav Bar Figure 1 1 The GroupWise Nav Bar Nav Bar Novell GroupWise Mike Palu Home File Edit View Actions Tools Accounts Window Help A z Mailbox 1 eci Sent Items mar eran Q Sophie Jones opened Lunch Bam esd Je Contacts 3 Core Team Meeting J Documents From Sophie Jones 1 16 2003 9 00 am Checklist Work In Progress A Cabinet Trash De July 2005 SMTWTF 17 3 Today Tuesday June 21 2005 i 20 ll ee 3 z From Mike Palu 6 21 2005 11 59 am August 2005 The Nav Bar provides for quick access to your most commonly used folders By default the Home Mailbox Calendar Sent Items and Contacts are on the Nav Bar You can add to t
39. 4 Managing Organizations on page 168 Section 7 3 5 Changing the Address Book for the Contacts Folder on page 169 Section 7 3 6 Sending a Mail Message from a Contact on page 169 Section 7 3 7 Changing the Display Name of a Contact on page 170 Section 7 3 8 Viewing All Correspondence You Have Had with a Contact on page 173 Managing Your Mailbox 163 7 3 1 Managing Contacts Each contact in the Contacts folder is marked with the 8 Contact icon When you double click a contact the contact item view displays Figure 7 5 Contact Item View Flavian Haughey Novell GroupWise Address Book Summary Contact Office Comments Advanced Certificate es ve L n Ind Flavian Haughey Office Information Email Addresses Office Address fhaughey corporate com Instant Messaging Home Address Phone Numbers Other The following table explains the purpose of each tab on the contact item view For specific help about each field on a tab click a field in the contact item view then press Shift F 1 Tab Purpose Summary This tab displays a summary of the information contained in the other tabs Click the drop down list to display the summary information in two different formats If your system administrator has customized this tab you might have additional formats to choose from 164 GroupWise 7 Windows Client User Guide Tab Contact Office Personal
40. 52 3 2 Sending and Receiving Items This section contains the following topics e Section 3 2 1 Sending Mail Messages on page 50 e Section 3 2 2 Sending Phone Messages on page 52 e Section 3 2 3 Changing the Font of Items You Send on page 54 Section 3 2 4 Formatting Bulleted and Numbered Lists on page 55 Section 3 2 5 Adding a Signature or vCard to Items You Send on page 56 Section 3 2 6 Spell Checking Items You Send on page 57 Section 3 2 7 Undoing the Last Text Action on page 61 Section 3 2 8 Delaying Delivery of an Item on page 61 Section 3 2 9 Using Custom Views on page 61 3 2 1 Sending Mail Messages 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 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 c
41. 7 17 3 Selecting a Filter 1 On the toolbar click then click the filter You can select one of the predefined filters to filter for received items sent items posted items or draft items If you have a long list of filters click click More then click the filter 212 GroupWise 7 Windows Client User Guide To see a description of a filter before you select it double click click Open then click the filter Click OK after clicking the filter you want 7 17 4 Clearing a Filter 1 On the toolbar click then click Clear Filter After you ve cleared a filter the icon in the upper right corner of the Main Window changes back to If the filter is saved you can use it again by clicking then clicking the filter 7 17 5 Deleting a Filter 4 On the toolbar double click 2 Click Open 3 Click the filter you want to delete then click Delete 4 Click OK then click OK 7 17 6 Narrowing Your Filter You might want to limit an advanced filter by specifying additional criteria Each filter criteria is displayed in a separate row The options in the drop down list let you expand your filter criteria The ways to add and delete rows to narrow your filter are explained below This section contains the following topics e And on page 213 e Or on page 213 e Insert Row on page 213 Delete Row on page 214 e New Group on page 214 e End on page 214 And Creates a new row The
42. 8 00 am o Eea Ma End time 500pm 0 Work days 4 Specify the number of minutes before an event that you want an alarm to sound 5 Click OK 14 10 Automatically Spell Checking Every Message You Send 1 Click Tools gt Options then double click Environment 2 Click Check spelling before send then click OK 14 11 Setting the Sent Items Default View Action 1 Click Tools gt Options then double click Environment 2 Click the Default Actions tab 3 Select if you want the sent item to Open item or Show properties 4 Click OK 14 12 Setting the Web Browser Behavior 1 Click Tools gt Options then double click Environment 2 Click the Default Actions tab 3 Select if you want to Use existing browser or Open new window 372 GroupWise 7 Windows Client User Guide 4 Click OK 14 13 Setting the File Attachment Behavior 1 Click Tools gt Options then double click Environment 2 Click the Default Actions tab 3 Select if you want to View in a new window or Open attachment If you select to View in a new window the attachment is opened in a new window with the program associated with the file type 4 Select if you want to be warned if the attachment is larger then what you specify in KiloBytes 5 Click OK 14 14 Setting Your Default Start Folder 1 Click Tools gt Options then double click Environment 2 Click the Default Actions tab 3 Select if you want to start GroupWise in the Mailbox folder or Home fold
43. 8 3 Creating a TCP IP Connection on page 276 Section 9 8 4 Creating a Network Connection on page 277 Section 9 8 5 Copying a Remote Connection on page 277 Section 9 8 6 Editing a Remote Connection on page 277 Section 9 8 7 Deleting a Remote Connection on page 277 Section 9 8 8 Specifying Your Remote Location on page 278 Using Remote Mode 273 9 8 1 Connections You can switch between connection types if there are no pending requests on the connection you are switching from For example if you re retrieving and sending items with a network connection and you disconnect before the transmission is complete you should not switch to a modem connection to process the requests Complete the original requests with the original connection This section contains the following topics e Modem Connections on page 274 TCP IP Connections on page 274 e Network Direct Connections on page 274 e Connection Status on page 274 e Connection Log on page 275 Modem Connections When you connect with a modem connection you dial in to your Online GroupWise system over a phone line You 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 requires a separate remote location For more information about setting dialing properties for each rem
44. Another User on page 258 8 2 Quick Info Summary information about users is displayed in an address book and in the Address Selector when you position your mouse pointer over that name The same information will display in the To CC BC or From fields of a message if you first click on the name This display is called Quick Info 230 GroupWise 7 Windows Client User Guide This shows Quick Info in a mail message Figure 8 4 Mail View With Information About a User Displayed Mail To DEK Fie Edit View Actions Tools Window Help send X Cancel E ares E Xm A A A A Send Options From 7 Sophie Jones cc To Subject This shows Quick Info in the Address Book Figure 8 5 Address Book With Information About a User Displayed lt Address Book Fie Edit View Help New Details Delete GB Action Online g Novell GroupWise Ac BZ Novell LDAP Addres Frequent Contacts w Sophie Jones Ertemal Resour External Resource 2 Exter amp ExtemalDistributi ExtemalDistribution corpo x11012 Tester Gro Using the Address Book 231 This shows Quick Info in the Address Selector Figure 8 6 Address Selector With Information About a User Displayed 5 Address Selector PR Look in 77 Novell GroupWise Address Book Y Look for Match Name Y Selected Routing Slip C Address List t gt Name E Mail Group Meeting Room Group amp GW Ad
45. Checker click Customize gt User Word Lists then click the list you want to modify If you haven t added lists of your own the default word list is the only list available E User Word Lists Word lists Language English U S US Word lists WT61US UWL Add List Word list contents Contents of uy ocal SettingssApplication Data GroupWiseswT61US UWL Word Phrase Replace with Gaim fafd fad FrameMaker lt skip gt GroupWise lt skip gt GW lt skin gt Delete Entry 2 To add anew entry type it in the Word Phrase field then click Add Entry or To delete an entry select it then click Delete Entry or To change an entry select it make the changes then click Add Entry 3 Click Close when you have finished making changes Configuring Spell Checker Language 1 Click the Subject field or the Message field or Select the text to spell check 2 Click Tools gt Spell Check 3 Click Customize gt Language Select the language to use then click OK 60 GroupWise 7 Windows Client User Guide 5 Click Close 3 2 7 Undoing the Last Text Action You can undo the last text action in the Subject or Message field of a message you are composing 1 Click Edit gt Undo You can also undo an action by pressing Ctrl Z For information about other shortcut keys see Section 1 9 Using Shortcut Keys on page 40 3 2 8 Delaying Delivery of an Item Delay Deliv
46. For example 8001234567 skytel com You can also enter the GroupWise Pager Gateway addressing syntax Notify sends the subject of the appointment to your pager at the set alarm time 7 5 5 Displaying the Notify Dialog Box When You Receive Notification Make sure Notify is running Right click E on the Windows taskbar then click Options Click the Notify tab Make sure Show dialog is selected for the item types and priorities you want Click the General tab Type the number of seconds you want the dialog box to display under Show Notify dialog for OOA wohDd You can specify up to 32 767 seconds which is just over nine hours 7 Click OK 7 5 6 Turning Off Notification 1 Make sure Notify is running 2 Right click 9 on the Windows taskbar then click Exit 7 5 7 Setting How Often Notify Checks for New Items 1 Make sure Notify is running 2 Right click ED on the Windows taskbar then click Options 3 Type the number of minutes under Check for mail every 4 Click OK 7 5 8 Setting Which Folders to Check for Notifications You can select multiple folders for Notify to check and send notifications for Make sure Notify is running Right click ED in the Windows taskbar then click Options Click the General tab In the Select folders to check for notifications list box ctrl click the folders to have Notify check You can select any folder in the list whether it is a shared folder or a folder you own 5 Click OK
47. If you only have rights to view the document you can open the document 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 Group Wise 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 Section 13 8 Checking Out Documents on page 322 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 332 GroupWise 7 Windows Client User Guide 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
48. Items A online fa Sophie Jones Home Name E Mail Address Phone Nu Home Pho Fax Number Pager Nu Journal 8 Mike Palu mpalu corporate c x11002 555 0002 oe bane mi 8 Sophie Jones sjones corporate x11006 a Sent Items FS calendar contacts 2 New Mail New Appt GS Address Book Filter B Documents V Checklist E7 Work In Progress Cabinet T Plans Projects Junk Mail E Trash 1 Selected 1 162 GroupWise 7 Windows Client User Guide The Contacts folder shows by default all the entries in your Frequent Contacts address book Any modification you make in the Contacts folder is also made in the corresponding address book Frequent Contacts or other address book Any modification you make in the address book is reflected in the Contacts folder For more information about address books see Chapter 8 Using the Address Book on page 225 Your proxies never sees your Contacts folder Use the Contacts folder to view update delete and add information for contacts groups resources and organizations in the selected address book To see contacts groups resources and organizations from another address book change the address book that the Contacts folder displays This section contains the following topics e Section 7 3 1 Managing Contacts on page 164 e Section 7 3 2 Managing Groups on page 166 e Section 7 3 3 Managing Resources on page 167 Section 7 3
49. Library Development Library Document number 9 Subject work Assignments Document type Document Author Mike Palu Creator Mike Palu Date created 5 27 2005 2 33 AM Official version 1 Current version 1 Status Available 0K 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 double click Documents then click Properties 302 GroupWise 7 Windows Client User Guide This section contains the following topics e Specifying a Default Value for a Document Properties Field on page 303 e Understanding Document Types on page 303 Specifying 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 1 Click Tools gt Options then double click Documents 2 Click the library for which you want to specify default values
50. List click the folder list header drop down list above the Folder List it probably displays Online or Caching to indicate what mode of GroupWise you are running in then click Full Folder List 308 GroupWise 7 Windows Client User Guide 2 Click the Documents tab Documents Properties 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 Create V Open o Import 3 Click the check boxes to select which actions add document references to the Documents folder By default the Create and Open actions are checked This means document references are placed in the Documents folder when you create or open them Selecting View as an action places any document references in the Documents folder that were viewed with the Viewer not with the QuickViewer 4 Click OK 13 3 2 Changing the Maximum Number of References in the Documents Folder After the maximum number is reached an additional document reference added to the Documents folder causes the oldest document reference to be deleted 1 From the Full Folder List right click
51. Name the rule e Select an event The event is the trigger that starts the rule e Select the types of items that will be affected by the rule e Add an action The action is what you want the rule to do when it is triggered e Save the rule e 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 190 This section contains the following topics e Section 7 8 1 Actions a Rule Can Perform on page 185 Section 7 8 2 Events That Trigger a Rule on page 187 Section 7 8 3 Creating a Rule on page 188 Section 7 8 4 Creating a Vacation Rule or Auto Reply on page 188 Section 7 8 5 Creating a Rule to Forward All Mail to a Private Mail Account on page 189 Section 7 8 6 Copying a Rule to Make a New Rule on page 190 Section 7 8 7 Editing a Rule on page 190 Section 7 8 8 Deleting a Rule on page 190 Section 7 8 9 Limiting Items Affected by a Rule on page 190 Section 7 8 10 Running a Rule Manually on page 191 Section 7 8 11 Enabling or Disabling a Rule on page 191 7 8 1 Actions a Rule Can Perform Action Result Send Mail Sends a prepared mail message to
52. One June 2005 TFS 234 3 9 1011f 16 17 18 As Checklist As Checklist displays a checklist area at the top of your Item List where you can create a checklist using the items in your Item List Each item that is dragged to the checklist area displays with a check box so that you can mark it completed You can assign due dates priorities and more to checklist items Any items you move to the checklist area also displays in the Checklist folder in the Folder List For more information about creating a checklist see Creating a Checklist on page 95 Figure 1 10 Checklist View From Subject Date mil Drag items here to add them to the checklist 8 gt Sophie Jones Lunch Meeting 1 17 2003 12 30 pm Q Sophie Jones News from Payroll 1 22 2003 5 12 pm E Mike Palu January Spreadsheet 1 27 2003 4 20 pm Q Alfons Skoczylas What s a good time 5 14 2003 4 43 pm Qe Alfons Skoczylas Re What s a good time 5 14 2003 4 47 pm Qye Admin GwCheck GwWCheck Report 10 17 2003 12 00 am Q Mike Palu test 4 19 2005 12 00 am Sophie Jones One on One 4 26 2005 12 18 pm Q Sophie Jones Lunch 4 26 2005 11 52 pm Q Sophie Jones Projects 4 26 2005 11 53 pm e Sophie Jones Status of Report 4 26 2005 11 55 pm Q Sophie Jones Lunch 4 26 2005 11 59 pm e Sophie Jones Status Report 4 26 2005 11 59 pm Oe One on One 5 20 2005 10 00 am Getting Started 35 1 6 Using Panels A panel is a customized view of infor
53. Provo2 To Art Ramirez aramirez To Sophie Jones sjones Route corporate com Date amp Time 7413 2005 1 28 pm Concealed Subject No Expiration Date None Priority Standard Reply requested by None Security Standard Send Mail Receipt when Undeliverable To Be Delivered Immediate Junk Mail Handling Evaluation Results Message is not eligible for Junk Mail handling Message is from an internal sender Junk Mail settings when this message was delivered Junk Mail handling disabled by User Junk List is not enabled Junk Mail using personal address books is not enabled Block List is not enabled 2 Right click in the Properties window then click Print 7 7 3 Printing Calendars Use Print Calendar to print your schedule including appointments tasks and reminder notes in different formats 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 184 GroupWise 7 Windows Client User Guide For information about printing your GroupWise calendar see Section 6 5 Printing Calendar Items on page 148 7 8 Creating Rules You can automate many GroupWise 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 meets those conditions When you create a rule you must do the following e
54. Remote mailbox is stored in whatever location you specified when you used the Hit the Road feature in the client to create your Remote mailbox You must be in Remote mode in order to repair your Remote mailbox Three database are associated with each of these mailbox locations User Database Your user database contains your client options settings pointers to messages personal groups personal Address Books and rules Message Database Your message database contains your GroupWise items Document Database Your document database contains any documents you are accessing from a GroupWise library When you are repairing a mailbox you can choose which databases to repair depending on the type of problem you are having with your mailbox 7 19 2 Installing GroupWise Check Depending on how GroupWise Check is installed you can have a Repair Mailbox item on the Tools menu that enables you to run GWCheck from the client If the GWCheck program is available to you you can perform database maintenance on your Remote Caching and archive mailboxes For the Repair Mailbox item to display on the Tools menu the following files must be installed in the GroupWise directory by default this is c novell groupwise e gwcheck exe e gwchkxx dll Replace xx with your language code e gwchkxx chm Replace xx with your language code The Group Wise administrator can insatll these files by using SetupIP to install your Group Wise Windows client and
55. Send Options tab If you want change the font of the message text For information see Changing the Font of Items You Send on page 54 8 Click Send on the toolbar 5 2 2 Assigning a Task to Yourself 1 In your Calendar open a view with a Tasks List for example the Day view click a date then double click an empty space in the Tasks List Posted Task File Edit view Actions Tools Window Help gt X cancel W se Task Options Subject Priority Start date 5 24 2005 Due on 5 24 2005 Account Novell GroupWise Folder Calendar 2 Type a subject 128 GroupWise 7 Windows Client User Guide 3 Type a priority for the task The task priority can 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 to specify dates or auto dates for your task 5 Type a message You can specify many options such as making this task a high priority and more by clicking the Options tab 6 Click Post on the toolbar Posted tasks are placed in your Calendar They are not placed in your Mailbox or in any other user s Mailbox TIP You can also create a checklist that is not associated with your Calendar In this type of checklist any item type mail a
56. Specify the path and filename for the file that will replace the document Creating and Working with Documents 363 364 GroupWise 7 Windows Client User 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 Group Wise looks and accomplish specific tasks For example you can use Environment Options to change the interface language GroupWise uses or you can use Send Options to specify 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 This section contains the following topics Section 14 1 Delaying Delivery of an Item on page 366 Section 14 2 Getting a Return Receipt for Items You Send on page 366 Section 14 3 Requesting a Reply for All Items You Send on page 367 Section 14 4 Specifying Where Archived Items Are Stored on page 368 Section 14 5 Changing the Priority of Items You Send on page 369 Section 14 6 Customizing Headers on page 370 Section 14 7 Changing the GroupWise Interface Language on page 370 Section 14 8 Changing Your Default Views on page 371 Section 14 9 Specifying How Long Before an Event an Alarm Sounds on page 371 Section 14 10 Automatically Spell Checking Every Message You Send on page 372 Sectio
57. The Quick Info information for that user is displayed with the Group Wise Messenger Presence displayed 4 Click the Presence icon A GroupWise Messenger Conversation window displays 5 Type the message 6 Press Enter or press Altt Enter 4 1 3 Sending an Instant Message From the File Menu 1 In GroupWise click File gt New gt Instant Message 2 Click the person you want to send a message to or Click the Find User button to search for a person who is not in your Contact List 3 Click OK 4 Type the message 5 Press Enter or press Alt Enter 4 1 4 Displaying the GroupWise Messenger Contact List 1 In GroupWise click gt Messenger gt Contact List 4 1 5 Adding Contacts from GroupWise to GroupWise Messenger 1 From the GroupWise Address Book drag and drop the contact in to your Group Wise Messenger Contact List 116 GroupWise 7 Windows Client User Guide To add contacts from your Group Wise Messenger Contact List drag and drop the contact from you GroupWise Messenger Contact List to your GroupWise Address Book 4 1 6 Specifying Whether or Not to Start GroupWise Messenger When GroupWise Starts 1 In GroupWise click Tools gt Options 2 Double click Environment 3 On the General tab select or deselect Launch Messenger at startup If you are running both GroupWise and GroupWise Messenger and you exit Group Wise GroupWise Messenger continues to run until you exit it also 4 1 7 Displaying GroupWise Messenger Opt
58. 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 In the Address Book shared address books are marked with the I icon You and the users you share an address book with can arrange your address book columns differently 258 GroupWise 7 Windows Client User Guide 8 13 Viewing Groups Organizations or Resources in the Address Book 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 There is one predefined filter that 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 1 Inthe Main Window click on the toolbar 2 Click an address book 3 Click View then click the filter you want to sort by lt Address Book DER Details Disable Quick Info Define Custom Filter Name Completion Position Not searched
59. a Document Available Only on page 362 Returning a Document to the Library and Marking it Available 1 Right click the document reference in your Mailbox or folder Creating and Working with Documents 361 2 Click Reset Document Status Reset Document Status Mark the document as available Return the document to the library 3 Make sure that both Mark the document as available and Return the document to the library are selected then click OK Marking a Document Available Only 1 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 13 18 2 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 Mark the document as available in the Remote library Return the document to the Remote library C Mark the document as available in the Master library 3 To make the document available without updating the document in the Remo
60. a calendar view under Available Forms Click a paper size in the Form Size group box Click Portrait or Landscape Click the Content tab then read and select other options O O GON O _ Click the Options tab then read and select other options For help on a dialog box option click 2 then click the option 12 Click the Preview button to see how the multi user page layout looks with the selected options 13 Click Print 6 6 Changing the First Day of the Week in Your Calendar 1 Click Tools gt Options 2 Double click Date amp Time then click the Calendar tab 3 Select a day in the Month Display Options group box then click OK 6 7 Viewing a Different Date in the Calendar 1 Ifthe view displayed has a Calendar toolbar click Bl then click a date or If the view displayed has no toolbar click View gt Go to Date specify a date then click OK 2 If the view displayed has a Calendar toolbar click E or If the view displayed has no Calendar toolbar click View gt Go to Today Going to a different date is not applicable in some views 6 8 Viewing All Day Events in the Calendar All day events are located at the top of the calendar in the All Day Events Pane Figure 6 4 All Day Events Pane Monday July 18 2005 Tuesday July 19 2005 i Thursday July 21 2005 Friday July 22 2005 6 9 Setting Alarms for Calendar Items Group Wise can sound an alarm to remind you of an upcoming appointment It
61. again to change it to a numbered list 3 Continue to press Ctrl Shift L to select from the six list formats available 4 Type the list item then press Enter to create the next item in the list 5 Press Enter twice after the last list item to turn off the list formatting Formatting Lists in HTML View In an open item you are composing in HTML view Working with Items in Your Mailbox 55 1 Use the HTML toolbar to insert a bulleted or numbered list 2 Type the list item then press Enter to create the next item in the list 3 Press Enter then press Backspace after the last item to turn off the list formatting 3 2 5 Adding a Signature or vCard to Items You Send Use Signatures to insert a signature or tagline at the end of items you send For example you can have GroupWise automatically list your name phone number and e mail address at the bottom of every item you send 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 also create multiple signatures for the same account Signatures are created in HTML this allows you to add graphics and formatting to your signature When you send a text message the HTML signature is converted to text In addition to personal signatures your system administrator can create a global signature for everyone to use If the system administrator requires the global signature it is automatically appen
62. and collapse open books by clicking and Using the Address Book 229 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 list addresses according to your preferences For example you can include Internet addresses or no address at all for the people you add to your personal address books You can also create personal groups If you save a list of people as a group you only need to type the group name in the To field to send the entire group a message See Section 8 5 Using Groups to Address Items on page 237 8 1 5 LDAP Address Books LDAP address books are marked with a A icon You can use Lightweight Directory Access Protocol LDAP providers to access address books on the Internet See Section 8 4 Using LDAP in the Address Book on page 234 8 1 6 Shared Address Books Shared address books are marked with a amp icon This icon might be slightly different depending on whether or not you created the address book You can share personal address books with other users You can give users read only rights or you can give them rights to read add edit and delete information in the address book When you share an address book the users receive a notification that they can accept or decline See Sharing an Address Book with
63. any current connections are detected and set up If you have already used Caching mode your local mailbox has already been created 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 set up their Remote Mailboxes on a single shared computer This section contains the following topics e Section 9 6 1 Setting Up Your Remote Mailbox on page 263 e Section 9 6 2 Setting Up Multiple Remote Mailboxes on a Shared Computer on page 265 e Section 9 6 3 Specifying Remote Properties on page 265 9 6 1 Setting Up Your Remote Mailbox If you switch from Online mode to Remote mode you can enter the path to the Remote Mailbox If this path does not exist Hit the Road runs 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 3 Run GroupWise in your office on your docked laptop or a workstation Using Remote Mode 263 4 Click Tools gt Hit the Road Hit the Road Wizard N ove Welcome to Hit the Road This Wizard will guide you through the steps necessary to update your Remote Mailbox from your Network Mailbox Do you want your Remote Mailbox created on Oth Another machine 5 Type
64. 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 use 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 322 GroupWise 7 Windows Client User Guide This section contains the following topics e Section 13 8 1 Checking Out a Document on page 323 e Section 13 8 2 Checking Out Multiple Documents on page 324 e Section 13 8 3 Viewing All the Documents You Have Checked Out on page 324 e Section 13 8 4 Updating a Checked Out Document Without Checking It In on page 325 13 8 1 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 Check Out Check out method
65. as 12 00 for a user in New York because these users are in different time zones Because GroupWise adjusts the time all the users scheduled for a conference call would call in at the same moment even though their local time might differ Use the Time Zone feature if you don t want GroupWise 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 appointment Time Zone ensures that the appointment in their Calendars and Mailboxes shows the correct Saskatchewan time 1 Open and create a new appointment 2 Click Actions gt Select Time Zone click the Time Zone drop down list and select the time zone for the appointment location then click OK Select Time Zone Time Zone GMT 07 00 Mountain Time US amp Canada GMT 07 00 Mountain Time US amp Canada 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 on the toolbar When the users you have scheduled with the Time Zone feature receive the appointment they see a time annotation after the s
66. bar condensed Folder list and two columns with panels If you edit any of the default schemes a new custom scheme is created For additional information on how to edit schemes see Section 14 22 Customizing Individual GroupWise Appearance Settings on page 375 To select a scheme 1 Click Tools gt Options 2 Double click Environment then select the Appearance tab 3 Select a scheme from the Schemes drop down list Environment General Views File Location Cleanup Default Actions Signature Appearance Choose a Scheme Schemes lt Custom gt lt Custom gt Choose Ind Default l Display hae aE 6 5 Display Folder List implifie 3 Display Nav Bar Simple Folder List 5 i Full Folder List Api 3 isplay Main Toolbar F Long Folder List Use GroupWise Color Schemes Sk E a Display QuickViewer v Dyou o o QuickViewer at Bottom QuickViewer at Right 4 Click OK then click Close 14 22 Customizing Individual GroupWise Appearance Settings There are several way to change the GroupWise appearance You can change the Group Wise appearance by using schemes that change the entire look and feel of GroupWise color schemes and choose whether or not to display the Quick Viewer and where to display the Quick Viewer whether or not the Nav Bar is displayed whether or not the Main toolbar is displayed whether or not to display the Folder List and how to display the Folder List 1 Click Tools g
67. 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 6 Click a day of the week for example Sun 7 Specify the number of days to offset for example 1 then click OK 8 To verify the dates you have scheduled click the Dates tab and check the dates selected in the calendar Click OK 5 7 4 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 1 2 In an appointment task or reminder note you are scheduling click Actions gt Auto Date Click the Example tab Scheduling Group and Posted Items 135 3 Inthe Range group box specify 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 then 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 then click the Last button 8 Specify the number of days to offset then click OK twice 9 To verify the dates you have scheduled click the Dates tab and check
68. box then click Down or Up 4 To add a column click a column name in the Available columns list box then click 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 resize a column by dragging the edge of the column heading 220 GroupWise 7 Windows Client User Guide You can define different column settings for each folder in your Mailbox See Changing or Deleting Folder Display Settings on page 160 for more information 7 18 2 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 Sort by OK Accepted Account Cancel Assigned Author Authority Begin Caller Name Category cc Company Completed Created Creator Deleted Date D eleted 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 7 19 Repairing Your Mailbox Periodic mailbox maintenance keeps GroupWise running smoothly Occasionally mailbox maintenance is required to resolve a problem with a mailbox or other GroupWise database GroupWise client users can perform
69. buttons and Main Window Calendar dialog box item areas Shift Tab Reverse the order of cycling Main Window Calendar dialog box item through fields buttons and areas Ctrl Tab In text indent the text In text dialog box In a tabbed dialog box open the next tab 1 10 Learning More You can learn more about GroupWise from the following resources e Section 1 10 1 Online Help on page 42 e Section 1 10 2 GroupWise 7 Documentation Web Page on page 42 e Section 1 10 3 GroupWise Cool Solutions Web Community on page 42 1 10 1 Online Help Complete user documentation is available in Help In the Main Window click Help gt Help Topics then 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 1 10 2 GroupWise 7 Documentation Web Page For this user guide and extensive GroupWise administration documentation go to the GroupWise 7 area on the Novell Documentation http www novell com documentation lg gw7 docui index html Web site This user guide is also available from the GroupWise client by clicking Help gt User s Guide 1 10 3 GroupWise Cool Solutions Web Community 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 c
70. click 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 13 15 5 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 for the custom field and stores it with the document in the new library however the value does not display in Docum
71. closed address book you must open the book first You cannot copy names to the system address book 1 Inthe Main Window click Mat on the toolbar 2 Click an address book then click or Ctrl click the names you want to copy 3 Click Edit gt Copy To 4 Select the address book you want to copy the names to then click OK Renaming a Personal Address Book on the toolbar 1 Inthe Main Window click 2 Click the personal address book you want to rename TIP You cannot rename the Frequent Contacts address book 3 Click File gt Rename Book Using the Address Book 255 4 Type the new name then click OK Copying a Personal Address Book 1 Inthe Main Window click on the toolbar 2 Click the personal address book you want to copy 3 Click File gt Save As Book 4 Type a name for your address book then click OK Defining Custom Fields in a Personal Address Book G gt Address Book In the Main Window click on the toolbar Click the personal address book where you want to define custom fields Double click an entry then click the Advanced tab Click Add then type a title for the field in the Field Name field In the Value field type the information you want to display in the field for that entry 6 Click OK a kk WN After you have added a custom field to an address book the field cannot be deleted However because custom fields are displayed as columns you can remove the column from your displa
72. 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 1 Click Tools gt Mass Document Operations 348 GroupWise 7 Windows Client User Guide 2 Inthe Operation group box click Change sharing Mass Document Operations Select the operation you want to perform The operation will affect all versions of a document Operation Change properties Change sharing O Move O Copy O Delete Selection method Use Find Advanced Find to select documents Use Find by Example to select documents O Use currently selected documents Use documents listed in a file Process errors only 3 In the Selection method group box click Use Find by Example to select documents then click Next Find by Example Item type Library Development Library Document text Document number Subject Document type Author Creator Date created Official version Current version Find only official document versions 4 In the Library drop down list click the library you want to search 5 Ineach field specify the information you want to look for Creating and Working with Documents 349 6 Click Next Add new user
73. customize the Main toolbar if the toolbar is not displayed click View gt Toolbars gt Main right click the Main toolbar then click Customize Toolbar or To customize any toolbar right click the toolbar then click Customize Toolbar Customizing GroupWise 377 2 Click the Show tab Toolbar Properties Show Customize Picture Picture and text 20 G APB Picture and selected text on the right 4 P Display options Single row of buttons only Multiple rows of buttons if necessary All buttons will be displayed Show item context toolbar Show folder context toolbar 3 Click how you want the toolbar to display 4 To remove or show the display settings drop down list deselect or select the Show display settings drop down list 5 To show the buttons that are most useful for the selected item select Show item context toolbar 6 To show the buttons that are most useful for the selected folder select Show folder context toolbar 7 Click the Customize tab 8 To add a button click a category from the Categories list box click a button in the Controls box then click Add Button 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 9 To remove a button drag it off the toolbar 10 To change t
74. date by viewing or opening the document This resets the document s expiration date 13 2 Creating Documents 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 GroupWise prompts you to select a template for the document You can use an application s template a Group Wise template or a file on disk as the foundation for your new document Creating and Working with Documents 303 Table 13 1 Types of Templates Templates Description Application Templates You can select an application to create a document based on the application s template file The Applications list box 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 documen
75. document properties then 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 346 GroupWise 7 Windows Client User Guide 9 10 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 Click Finish to change the document properties Changing the Properties for Selected Documents 1 ou fF WO ND 8 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 then click Next Specify new values for any of the document property fields then click Next Click Preview to see a sample of the documents that will be modified based on the Find criteria you speci
76. down list then click an option Click the months to schedule To schedule all of the months double click any month If you clicked Days of the Month click an option from the On drop down list then click the numbered days you want to schedule for example 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 If you clicked Periodic specify a period length for example Recur Every 15 Days 7 Ifyou want to clear the dates you have selected click Reset 8 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 5 7 3 Scheduling a Recurring Item Based on Another Day of the Week You can schedule recurring items for 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 3 4 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
77. drop down list click the field you want to filter For example click From if you want to display items from a specific person To find out what the fields represent see Understanding Filter and Rule Fields on page 216 5 Click the operator drop down list es then click an operator To find out more about the operators see Using Filter and Rule Operators on page 214 6 Type the criteria for the filter or If provided click the drop down list then click existing criteria 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 To find out more about wildcard characters and switches see Using Filter and Rule Wildcard Characters and Switches on page 214 7 Click the last drop down list then click End or Click the last drop down list then click And or Or to narrow your filter by adding more filter criteria 8 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 9 Click OK then click OK The filter icon changes to indicating that a filter is on 10 To save the filter for future use click click Filter gt Save type a name then click OK Save Filter Save As Description I Name contains Adam Aphid Cancel Put on menu Name Description
78. en Reset 3 Click the first drop down list then specify the column you want to filter 4 Click es then 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 For more information see Using Filter and Rule Operators on page 214 5 Type the condition you want to filter by then click OK The filtered search sorts the Address Book accorded to the results it found After a filter has been defined for an address 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 8 3 3 Defining Name Completion Search Order 1 Inthe Main Window click 2 Click File gt Name Completion Search Order 3 Inthe Available Books box click or Ctrl click the books you want Name Completion to search then click Add on the toolbar Using the Address Book 233 4 To change the search order of an address book select the address book in the Selected Books list then click Down or Up 5 To disable Name Completion deselect the Disable Name Completion check box 6 Click OK 8 4 Using LDAP in the A
79. entries In addition groups are enclosed by G gt and G lt tags This Using the Address Book 243 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 2 TAGMAP OFFEO003 3001001E Name 3A06001E First Name 3A11001E Last Name Cc Novell GroupWise Novell GroupWise Ut John Smith John Smith U Kenichi Aoki Kenichi Aoki Uu Marina Sanchez Marina Sanchez R Conference Room One R Overhead Projector 6 Delete all extra spaces at the end of each line then save your formatted file with a nab extension 7 In GroupWise open the Address Book 8 To import the entries into a new address book click File gt New Book type a name then click OK or To import the entries into an existing book click the book you want to import the names into 9 Click File gt Import select the address book file then click Open Importing Information from a vCard To import informa
80. 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 This section contains the following topics e Section 7 15 1 Finding an Item By Example on page 204 e Section 7 15 2 Finding an Item Using Search Criteria on page 204 e Section 7 15 3 Saving the Results of a Find on page 206 e Section 7 15 4 Finding a Document and Creating a Reference to It in Your Mailbox on page 207 e Section 7 15 5 Finding an Item Using Advanced Find on page 207 Managing Your Mailbox 203 7 15 1 Finding an Item By Example 1 Click Tools gt Find then click the Find By Example tab Find Find by Example er Caching em type Fn Online data Received Sent C Posted C Draft From lie a a E 1E To CC oo M Subject Message Attachments 2 Inthe tem type drop down list click the type of item you want to search for 3 Ifyou selected Document in Step 2 click the library you want to search in the Library drop down list 4 Ineach field specify the information you want to look for 5 Click OK to begin the Find 7 15 2 Finding an Item Using Search Criteria This section contains the following topics Finding an Item on page 205
81. filters For information about filtering see Section 7 17 Filtering Items on page 209 22 GroupWise 7 Windows Client User Guide To change how information displays in headers right click the header and choose options For more information see Section 14 6 Customizing Headers on page 370 1 2 5 Folder List Figure 1 4 The GroupWise Folder List Folder list Novell GroupWise Mike Palu Home E BDR File Edit View Actions Tools Accounts Window Help Home elles aE mC pe bc E LEE L ee D A Anna Drew acct nwr O HE A A e x R onines la Mailbox 1 Sent Items M calendar Contacts w Documents W Checklist EP Work In Progress S Cabinet B Trash De GY Mike Palu Home Sophie Jones opened Lunch From Sophie Jones 3 1 2005 10 21 pm Core Team Meeting ophie Jones 1 16 2003 9 00 am Today Tuesday June 21 2005 w From Mike Palu 6 21 2005 11 59 am 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 Next to the Sent Items folder the number in square brackets shows how many items are pending to be sent from Caching or Remote mode For information about the different GroupWise folders see Section 7 1 Using the Folder List on page 1
82. if supported Account Novell GroupWise or To always receive notification for items you send click Tools gt Options double click Send then click the tab for the item type 2 Inthe Return Notification section specify the type of return receipt you want Working with Items in Your Mailbox 81 You are automatically subscribed to Notify in Options If you have deselected to receive alarms and notifications you cannot receive notifications with Notify For more information see Section 7 5 Running Notify on page 176 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 3 7 7 Requesting a Reply for Items You Send 1 To request a reply for one item open an item view click the Send Options tab then click General or To request a reply for all items you send click Tools gt Options then double click Send 2 Click Reply Requested then specify when you want to receive the reply The recipient sees i next to the message If you select When convenient Reply Requested When convenient appears at the top of the message If you select Within _ days Reply Requested By xx xx xx appears at the top of the message 3 Click OK 3 7 8 Changing the Subject of a Sent Item 1 Open an item from your Mailbox or Calendar 2 Click the Personalize t
83. import options 13 Ensure that the e mail account was successfully imported then click Done 3 5 10 Storing Your POP3 Items on a Mail Server 1 Click Accounts gt Account Options 2 Click the POP3 account name 3 Click Properties 4 Click the Advanced tab My POP Account Properties General Server Connection Folder Advanced Signature Cileave a copy Incoming mail server POP3 110 Use SSL Certificate Outgoing mail server SMTP 25 Use SSL Certificate 4 Minutes to wait for server to respond C Detailed error messages 5 Click Leave a copy of messages on the server 6 Click OK then click Close 3 5 11 Changing the Length of Time for POP3 and IMAP4 Server Timeouts 1 Click Accounts gt Account Options 2 Click the account name 3 Click Properties 4 Click the Advanced tab 72 GroupWise 7 Windows Client User Guide 5 Type the number of minutes in the Minutes to wait for server to respond field 6 Click OK then click Close 3 5 12 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 1 Click Accounts gt Account Options 2 Click the IMAP4 account then click F
84. in method KE Check in and move document v Check in as Checked out version Documents to be checked in List of documents Show all checked out documents in selected library Select library Development Library Default x Checked out location and filename Jewe 3 Click the Check in method drop down list then click Check in and copy document 4 Click the Check in as drop down list then click a version 5 Inthe Checked out location and filename field specify the path and filename of the document you are checking in 6 Click Check In 13 9 2 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 then click Check in only 4 Click Check In GroupWise checks in the document without saving changes made while the document was checked out 13 9 3 Checking in a Document and Deleting It from the Check Out Location 1 Click the document reference in your Mailbox for the document you want to check in 2 Click Actions gt Check In 3 Click the Check in method drop down list then click Check in and move document 4 Click the Check in as drop down list then click a version Creating and Working with Documents 327 5 Inthe Checked out location and filename field specify the path and filename of the document you are checking in 6 Click Check In 13 9 4 Checking In a Document and M
85. in the Quick Filter field on the Toolbar then press Enter To clear the Quick Filter press Esc Basic Filtering If your Mailbox or Calendar 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 When you clear the filter all the items reappear Filters you create affect all folders The basic Filter dialog box lets you filter on the following information From To CC Subject Message and Category If you want to filter on additional fields click Advanced Filter Limiting an Advanced Filter You might want to limit an advanced filter by specifying additional criteria For more information see Narrowing Your Filter on page 213 Managing Your Mailbox 209 This section contains the following topics e Section 7 17 1 Creating a New Filter on page 210 e Section 7 17 2 Creating a New Filter Using Advanced Filter on page 211 e Section 7 17 3 Selecting a Filter on page 212 Section 7 17 4 Clearing a Filter on page 213 Section 7 17 5 Deleting a Filter on page 213 Section 7 17 6 Narrowing Your Filter on page 213 Section 7 17 7
86. 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 This section contains the following topics e Section 13 18 1 Using Reset Document Status on page 361 e Section 13 18 2 Using Reset Document Status in Remote Caching Mode on page 362 e Section 13 18 3 Using the Unreturned Documents Dialog Box on page 363 13 18 1 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 Group Wise deletes the document out of the staging directory and makes the document available This section contains the following topics e Returning a Document to the Library and Marking it Available on page 361 e Marking
87. 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 When you click Advanced Find the Advanced Find dialog box appears Select the operator from the Operator drop down list pe 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 might 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 A Fields to see a list of all available fields including user defined fields Operator Contains gt Begins With 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 208 GroupWise 7 Windows Client User Guide Include All items containing the condition All items whose first text begins with the condition 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
88. it is complete You will be prompted to restart GroupWise to change to the Caching Mode After the Caching Mailbox is primed you might want to run GroupWise in Caching Mode without changing modes from Online to Caching GroupWise automatically starts in the mode that it was last in 280 GroupWise 7 Windows Client User Guide You can also open your Mailbox in any mode and select Caching from the Mode drop down list 10 3 Synchronizing Your Caching Mailbox with Your Online Mailbox Use the following steps to update or synchronize your Caching Mailbox items rules addresses documents and settings with your Online Mailbox 1 To synchronize items click Accounts gt Send Retrieve gt Novell GroupWise 2 To synchronize rules click Tools gt Rules then click Refresh 3 To retrieve addresses from an address book click Tools gt Address Book Select the system address book click View gt Retrieve System Address Book To retrieve your personal address books click Personal Address Books 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 click your GroupWise account click Properties click Advanced then 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 yo
89. item or you can download the Working with Items in Your Mailbox entire item You can move items from another folder into an IMAP4 folder and the items are created on the IMAP4 server If you use your IMAP4 account while you are in Remote mode any changes you make are 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 Using the GroupWise E Mail Importer Utility The GroupWise E Mail Importer Utility lets you import information from supported POP3 and IMAP4 clients into Group Wise The Accounts menu gt Account Options gt Add option lets you create new accounts For information about importing accounts from supported e mail clients see Importing POP3 and IMAP4 Accounts on page 71 This section contains the following topics Section 3 5 1 Adding a POP3 or IMAP4 Account to GroupWise on page 66 Section 3 5 2 Modifying Properties of a POP3 or IMAP4 Account on page 67 Section 3 5 3 Downloading Items from POP3 and IMAP4 Accounts on page 67 Section 3 5 4 Downloading New Items from POP3 and IMAP4 Accounts Automatically on page 68 Section 3 5 5 Downloading Only the Header Subject for IMAP4 Accounts on page 69 Section 3 5 6 Using GroupWise to Send POP3 and IMAP4 Mail on page 69 Section 3 5 7 Deleting an Item from a POP3 or IMAP4 Account on page 70 Sectio
90. many Windows 95 applications GroupWise copies the document back to the library when you close the application not when you close 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 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 GroupWise automatically retrieves the document giving you a chance to mark it In Use when you choose to open a document This section contains the following topics e Section 13 13 1 Opening a Document on page 333 e Section 13 13 2 Opening Multiple Versions of a Document on page 333 13 13 1 Opening a Document 1 Double click the document reference in your Mailbox If you do not have access to the application the document was created in GroupWise prompts
91. mode Librarian and Older Versions of GroupWise If a librarian accesses a library using an older version of the GroupWise client such as Group Wise 5 1 or 5 2 he or she does not have librarian access to documents because neither the Manage right nor the librarian role existed in earlier releases of GroupWise 13 15 4 Copying a Group 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 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 the 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 do not display in Document Properties if the destination library doesn t contain the field When you copy documents document references ar
92. 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 of Selected Documents 1 a fF WwW N 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 then click Next In the Select library to move documents to list box click the destination library then click Next Creating and Working with Documents 343 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
93. of a checklist that you have created in another folder Any item type can reside in this folder Only tasks show in this folder Tasks are scheduled items that are associated with a due date To mark an item completed click the check To mark an item completed open the item then click box next to the item in the Item List Completed To set a due date open the item click the Due dates are set by the person who sent you the Checklist tab then specify a date task If you post a task for yourself you can set a due date To set the priority of an item drag the task toa To set the priority of an item open the item then new position in the checklist type a priority in the Priority field Checklist items do not display in the Task List Tasks display in the Task List of the Calendar and of the Calendar can be marked Completed from the Calendar If a checklist item is due today the check box Tasks that are past due show as red in the Calendar in the Checklist is green If a checklist item is past due the check box is red Cabinet The Cabinet contains all your personal folders You can rearrange and nest folders by clicking Edit gt Folders To sort the folders in the Cabinet alphabetically right click the Cabinet folder then click Sort Sub Folders Documents Folder Your document references are organized in the Documents folder L so you can locate them easily Any document references you create or open are added to the D
94. on page 385 e Section A 2 November 30 2005 on page 386 A 1 May 31 2006 Table A 1 May 31 2006 Updates Location Section 3 2 5 Adding a Signature or vCard to Items You Send on page 56 Section 3 8 5 Printing Items on page 90 Section 3 8 13 Viewing the Source of External Messages on page 112 Section 3 9 Changing the Encoding of an Item on page 112 Section 5 5 Accepting or Declining Internet Items on page 132 Section 7 5 2 Starting Notify When GroupWise Starts on page 177 Section 7 5 8 Setting Which Folders to Check for Notifications on page 178 Section 7 6 Archiving the Items in Your Mailbox on page 181 Section 8 5 5 Deleting a Group from a Personal Address Book on page 241 Section Quickly Adding Contacts to Your Personal Address Book on page 255 Section 14 23 Changing the Background for Calendar Parts on page 377 Update Added information explaining that when you resend an item the global signature is not automatically added Added a section explaining how to print items and how to display a header on the page when printing Added a section explaining how to view the source for external messages Added a section on how to change the encoding of items Added a section explaining how to accept and decline items that come from the Internet Added a section explaining how to start Notify when GroupWise st
95. or CC field of a message When you begin typing a name for example Ta Name Completion fills in the rest of the name with a name from the address book for example Tabitha Hu However if there are two Tabitha Hus in the address book one in Accounting and one in Facilities it might be difficult for you to know which name Name Completion has filled in unless you take the time to look at more properties You can change the display name so that it s easy to know which name Name Completion has filled in For example if you only correspond with Tabitha Hu in Accounting you could change the display name to Tabitha Accounting 1 From the Full Folder List click the Contacts folder To access the Full Folder List click the folder list header drop down list above the Folder List it probably displays Online or Caching to indicate what mode of GroupWise you are running in then click Full Folder List 170 GroupWise 7 Windows Client User Guide 2 Double click a contact 3 Click the Contact tab 4 Click the Display field Flavian Haughey Novell GroupWise Address Book e Flavian Haughey Office Information Email Addresses Office Address fhaughey corporate com Instant Messaging Home Address Phone Numbers Other Managing Your Mailbox 171 5 Type a new display name Sophie Jones Frequent Contacts Summary Contact Office Personal Comments Advanced Certificate Name Fir
96. or resources by typing the group name in the To BC or CC fields There are two types of groups public and personal A public group is a list of users created by the system administrator and it is available for use by each GroupWise user For example there might 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 you 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 8 icon and are displayed in both the left and right panes of the open address book This section contains the following topics e Section 8 5 1 Creating and Saving a Personal Group on page 237 e Section 8 5 2 Addressing Items to a Group on page 239 e Section 8 5 3 Adding and Removing Contacts from a Personal Group or Corporate Distribution List on page 240 Section 8 5 4 Viewing Group Information on page 240 Section 8 5 5 Deleting a Group from a Personal Address Book on page 241 8 5 1 Creating and Saving a Personal Group 1 Inthe Main Window click on the toolbar 2 Click the personal address book you want to add this group to 3 Click New on the toolbar click Group then click OK New Group Frequent Contacts Summary Details
97. page 361 13 19 Replacing a Document with a File from Backup 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 GroupWise library where the document is found or you must be a librarian in any GroupWise library and have Edit rights to the document If a file needs to be restored from a backup system and you are 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 Click the document reference 2 Click Tools gt Replace Document with Backup 3 Ifnecessary 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 4 If necessary exit GroupWise Using standard backup software restore the file 5 Start GroupWise and repeat Steps 1 and 2 6
98. selecting to to install and enable GWCheck During installation the files are copied to the novell groupwise gwcheck directory The default for SetupIP is to install GWCheck but not enable it 222 GroupWise 7 Windows Client User Guide If you do not see the Repair Mailbox option in the Tools menu you need to copy the files listed above from the GWCheck directory novel1 groupwise gwcheck to the main GroupWise directory novell groupwise 7 19 3 Analyze Fix Databases The Analyze Fix Databases action of GroupWise Mailbox Maintenance can check your mailbox for various types of problems and can repair problems that it detects To check and optionally repair your mailbox 1 Click Tools gt Repair Mailbox then click Yes 2 From the Action drop down list select Analyze Fix Databases 3 Select from the following Analyze Fix Databases options as needed Structure The structure check verifies the structural integrity of the mailbox and reports the amount of space that could be recovered if the mailbox is rebuilt Index Check If you select Structure you can also select Index Check You should perform an index check if you try to open a message and get a read error or if someone sends you a message that does not appear in your mailbox even though the sender sees a Delivered status for the message Depending on the size of your mailbox an index check can be time consuming Contents A contents check verifies references to other ite
99. send Quick Speller checks the spelling as you type and underlines the words that are spelled wrong You run Spell Checker separately either manually or by selecting to have it run when you click Send Working with Items in Your Mailbox 57 Both features check for misspelled words duplicate words and irregular capitalization in items you are creating When Quick Speller finds a misspelled word you can replace it with a word Quick Speller suggests or skip the word always for that message You can also add the word to a user word list 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 You can also define an automatic replacement for the word or add the word to a user word list You use Environment Options to set up Spell Checker to automatically spell check your messages before you send them This section contains the following topics e Spell Checking an Item with Quick Speller on page 58 e Disabling Quick Speller on page 58 e Spell Checking an Item with Spell Checker on page 58 e Spell Checking Items Automatically with Spell Checker on page 59 e Editing Your User Word List on page 59 e Configuring Spell Checker Language on page 60 Spell Checking an Item with Quick Speller 1 Right click the misspelled word in the Subject or Message field 2 Click the correctly spelled word or Click Skip Always to skip th
100. 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 If you place a document in a shared folder people with rights to the 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 IMAP4 Account Folder If you add a folder for an IMAP4 account a F icon displays in your Folder List Getting Started 27 NNTP Newsgroup Account Folder If you add a folder for an NNTP newsgroup account a icon displays in your Folder List 1 3 Understanding the Home View The Home View is a quick view of your most important information The Home View uses panels to display information in sections By default the Home View displays your calendar for the day your checklist items your unread messages and the Quick Viewer on the right side of the window The panels are organized in a two column view For an interactive tutorial about the Home View click Help gt Interactive Tutorial Figure 1 5 The Home View Folder list Panels Nav Bar Toolbar Novell GroupWise Mike Palu Home File Edit View Actions Tools Accounts lindow He
101. the Form orientation group box 11 Click the Content tab 12 Depending on what you selected to print in Step 7 you might be able to select and deselect the fields you want to print 13 Click Font make selections then click OK 248 GroupWise 7 Windows Client User Guide 14 Click the Options tab then make selections For information about each option click Mi then click an option Print Address Book Form Content Options Header Footer Options Name Overflow extra text to following pages Page number C Print on both sides of page duplex Date and time Use shading C Print separator lines between items C Center form on page horizontally Print items C Insert blank page at beginning of print job O All Selected C Use category color as background 15 Click Preview to see how the list will look 16 Click Print 8 9 Using the Address Selector and Address Book to Send Messages Use the Address Selector to address items you are composing For more information about the Address Selector see Address Selector on page 227 Use Mail to send items from an address book If you have opened the Address Book from the Main Window the Address Book and GroupWise are not connected Mail lets you open an item view from the Address Book This section contains the following topics e Section 8 9 1 Using the Address Selector to Address an Item on page 249 e Section 8 9 2 Sending Mail from the Add
102. the GroupWise Interface Language 0 cece tee 370 14 8 Changing Your Default Views 0 0 eects 371 14 9 Specifying How Long Before an Event an Alarm Sounds 00 0 eee eee 371 14 10 Automatically Spell Checking Every Message You Send 0 0 e eee eee 372 14 11 Setting the Sent Items Default View Action 0 00 00 ee 372 14 12 Setting the Web Browser Behavior 0 00 cece teenies 372 14 13 Setting the File Attachment Behavior 2 0 00 cece ee 373 14 14 Setting Your Default Start Folder 0 2 eee 373 14 15 Setting the Message Attachment Behavior 0 0 c eee eee 373 14 16 Setting the QuickViewer Default Behavior 00000 eee 373 14 17 Allowing Offline Send Receive 0 6 ete 373 14 18 Displaying HTML External ImagesS 0 cece tenes 374 14 19 Setting Your Default Plain Text Reply Format 0 0 0 eee 374 14 20 Setting Your Default HTML Reply Format 0 0 00 eee 374 14 21 Selecting a GroupWise Scheme 0 0 0 cette 374 14 22 Customizing Individual GroupWise Appearance Settings 0 000 eee eee 375 14 23 Changing the Background for Calendar Parts 0 0 cece ee 377 14 24 Customizing Your Toolbar ses erer e enio irren into OEE EON op DENDE DENES ee 377 14 25 Customizing Your Library Settings aasa nauau 379 14 25 1 Setting the Default Library c s ciere et eee 380 14 26 Changing Your Dis
103. the condition All items less than the condition All items less than or equal to the condition All items greater than the condition Examples From John Attachment List Sound Author gt Karen 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 Operator Include Examples gt On or After Greater Than or All items greater than or equal to Retrieved Date gt This Month Equal To Greater Than or Equal To the condition Number Replied gt 7 Field 7 16 Finding Text in Items 1 Inan open item click Edit gt Find Text Find what i C Match whole word only Direction C Match case OUp Down 2 Type the text you want to search for in the Find what field 3 Click Find Next to search for the text you typed You can also search for text in the Quick Viewer 7 17 Filtering Items Quick Filter The Quick Filter lets you perform a filter on the panel or folder that is selected The filter searches on most fields that are available in the panel or folder that is selected It does not search a message body or attachments To perform a Quick Filter type what you want to filter on
104. the following mailbox maintenance actions using the Repair Mailbox feature e Section 7 19 1 About Your GroupWise Mailbox on page 222 e Section 7 19 2 Installing GroupWise Check on page 222 e Section 7 19 3 Analyze Fix Databases on page 223 e Section 7 19 4 Structural Rebuild on page 224 Managing Your Mailbox 221 The mailbox maintenance actions are performed on the mailbox to which the user is currently connected such as the Caching mailbox the Remote mailbox or the Archive The Repair Mailbox function is only available in the menu if you are in Caching Remote or Archive mode 7 19 1 About Your GroupWise Mailbox In Online mode your GroupWise mailbox resides in the post office to which you belong and Maintenance of your Online mailbox is performed by your GroupWise administrator In other modes you can perform some of your own maintenance depending on what GroupWise client features you are using Archive When you archive GroupWise items they are stored at the location you have specified using Tools gt Options gt Environment gt File Location You must open your archive using File gt Open Archive in order to repair your archive Caching Mailbox If you are using Caching mode your Caching mailbox is stored at the location you specified when you set up your Caching mailbox You must be in Caching mode in order to repair your Caching mailbox Remote Mailbox If you are using Remote mode your
105. the list deselect the check box by the name 7 To insert all the names in your Proxy List click Edit then click Insert Proxy List 8 To reset the list click Edit click Remove All click Edit then click Insert Last List 9 Click OK to save and exit the dialog box or Click Apply to save without exiting 6 4 3 Creating a Multi User Calendar View 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 Section 7 9 Giving Other People Access to Your Mailbox on page 192 1 Click Calendar in the Nav Bar 2 Right click the Calendar toolbar then click Properties 3 Click New then specify a new Name so you can distinguish Multi User views from one another 4 Click Multi User in the View Name drop down list then click OK twice The Multi User List dialog box displays Using Your Calendar 147 5 Ifa user or resource you want in the Multi User view is not listed click 4 6 Double click a user or resource click OK then repeat for each user you want to add 7 Select the check boxes of the users whose calendars you want to display then click OK You can create additional Multi User views for other groups of users or resources 6 5 Printing Calendar Items Use Print Calendar to print appointments tasks and reminder notes in different formats and on various page sizes You can also print the Calendar in different page layouts including Daily Appoint
106. then click OK 8 4 5 Specifying the Search Criteria a Directory Service Uses i on the toolbar In the Main Window click Click the LDAP Address Book Click Directories then click a directory service Click Properties Click the Searching tab then click Search Fields Select up to four fields oa fF WN If you want to add search fields that you do not see listed click the Field Mapping tab then click Retrieve All LDAP Fields Click a MAPI search field name then click the right arrow button to add it to the LDAP Fields List Click Apply click the Searching tab click Search Fields then 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 then click Close twice 8 4 6 Changing the Length of Time a Directory Service Searches In the Main Window click Baste on the toolbar Click the LDAP Address Book Click Directories then click a directory service Click Properties then click the Searching tab a fF WN Click and drag the bar under Amount of time to search before timing out until it shows the amount of time you want 6 Click OK click Close then click Close 236 GroupWise 7 Windows Client User Guide 8 5 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
107. 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 Group Wise in your office 266 GroupWise 7 Windows Client User Guide Changing Remote Delete Options By default if you delete an item from your Remote Mailbox the item is 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 stays in your Online mailbox or vice versa 1 Click Tools gt Options then double click Accounts Remote 2 Click the remote account click Properties then click the Advanced tab 3 Make your changes then click OK TIP This process does not apply to Caching mode GroupWise automatically synchronizes the deletions between the Online and Caching modes Changing 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 Click Tools gt Options then double click Accounts Remote 2 Click the remote account click Properties then click the Signature tab 3 Change your signature text 4 Click OK For more information about signatures see Adding a Signature or vCard to Items You Send on page 56 9 7 Sending and Retrieving Items in Remote Mode Use Send Retrieve to synchronize your Online an
108. 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 certificate 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 a Encrypted item 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 might require you to use one security service provider for work items because of a preferred encryption method but you might want a different security service provider for sending personal items The security options available depend on the security service provider you select 290 GroupWise 7 Windows Client User Guide Advanced Information Group Wise is compatible with the S MIME version 2 and 3 specification The security service providers that GroupWise supports have common encrypti
109. values then click OK 14 Click Next 15 Click Finish to begin the import 13 5 Sharing Documents 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 GroupWise to automatically apply to all the documents 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 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 Crea
110. you don t create document references during the import you can create them later using File gt New gt Document Reference Creating and Working with Documents 311 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 Group Wise folder 13 4 4 Importing Documents Using Custom Import 1 Click File gt Import Documents 2 Click Add Individual Files select the files you want to import then click OK To select multiple files to import Ctrl click each additional document or Click Add Entire Directory then select the folder or folders you want to import Type a file extension such as doc or wpd in the File Name Filter field if you want import specific types of files from the selected folder or folders then click OK 3 Make sure Quick Import is deselected 4 Click Next Import Method Import method N ove l l Copy files into Groupwise O Move files into Groupwise C Store all status and error messages in a log file so that import can run without stopping ol a 5 Click Copy Files into GroupWise to place a copy of the 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 6 To save any import errors in a log fil
111. you have made This section contains the following topics e Forwarding an Item on page 89 e Forwarding Multiple Items on page 89 Forwarding an Item 1 Open the item you want to forward 2 Click Actions gt Forward or Click Actions gt Forward as Attachment 3 Add the names of the users to whom you want to forward the item Type a message optional 5 Click Send on the toolbar 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 Forwarding Multiple Items 1 Ctrl click the items you want to forward in your Mailbox 2 Click Actions gt Forward as Attachment 3 Add the names of the users to whom you want to forward the item 4 Type a message optional 5 Click Send on the toolbar 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 89 3 8 5 Printing Items When you print an item the the From To Date Subject CC and attachment names are displayed at the top of the page 1 In either the QuickViewer or in an open item right click the mes
112. 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 This section contains the following topics e Section 13 12 1 Saving Items as Documents on page 331 e Section 13 12 2 Saving Changes to a Document s Contents on page 331 e Section 13 12 3 Saving Documents Outside of the GroupWise Library on page 331 13 12 1 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 196 13 12 2 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
113. you to specify an application You might be able to open the document in a related application 13 13 2 Opening Multiple Versions of a Document 1 Click the document reference in your Mailbox 2 Click Actions gt Version List 3 Select the versions you want to open in the Version list box 4 Click Actions then click Open Creating and Working with Documents 333 13 14 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 GroupWise 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 star displays next to the docum
114. 0 21 22 22 23 28 29 29 29 29 30 30 30 32 36 36 37 37 38 38 38 38 40 42 42 42 42 6 3 Working with Items in Your Mailbox 49 3 1 3 2 3 3 3 4 3 5 3 6 3 7 3 8 Understanding GroupWise Item Types 0 cee tte eae 49 Sending and Receiving ItemS 0 6 0 eee tees 50 3 2 1 Sending Mail Messages 1 6 0 eet tte eee 50 3 2 2 Sending Phone Messages 25 6005 bee ece ei cece bee ee cece eee es 52 3 2 3 Changing the Font of Items You Send 0 0 cee eee 54 3 2 4 Formatting Bulleted and Numbered Lists 0 00 00 cee eee eee 55 3 2 5 Adding a Signature or vCard to Items You Send 0 2 0 eee eee eee 56 3 2 6 Spell Checking Items You Send 0 cee ete 57 3 2 7 Undoing the Last Text Action 00 00 c cee tee 61 3 2 8 Delaying Delivery of an ltem 1 2 teas 61 3 2 9 Using CuStom Views ssid onah d piel aye pit ected Ss te wea Eee eee Puen bet ha h 61 Using Routing Slip 2 96 ends 2 obs OE ese ee Bleek we Peel ok Ree ee dee ED i 62 3 3 1 Creating a Routed Item oreore rore cotan eee bee ee bebe be eee eel ee 62 3 3 2 Requiring a Password before Marking a Routed Item Completed 63 3 3 3 Completing a Routed Item 0 ketene 63 3 3 4 Addressing a Routed Item with an Address Book 0 00000 e eee eee 63 Notifying Recipients About an Item You Have Sent 0 0 cee eee eee 64 Downloading POP3 and IMAP4 Accounts to GroupWise
115. 05 9 53 pm Mike Palu sig 3 test 5 20 2005 9 53 pm Mike Palu test3 5 20 2005 10 17 pm Mike Palu test4 5 20 2005 10 18 pm Mike Palu test5 5 20 2005 10 18 pm Mike Palu test 5 21 2005 1 01 am Mike Palu sig 6 5 21 2005 1 31 am Mike Palu test 5 21 2005 1 39 am Mike Palu Work Assignments 5 27 2005 2 33 am Mailbox Size 0 Selected 1 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 This section contains the following topics e Section 13 1 1 Storing Documents in Libraries on page 300 e Section 13 1 2 Understanding Document References on page 301 e Section 13 1 3 Specifying Document Properties on page 302 13 1 1 Storing Documents in Libraries 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 impos
116. 4 09 Update Item Waitina to be Sent 5 25 2005 4 14 1 lt 2 Last connection 5 25 2005 4 14 pm In Caching mode Group Wise 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 then clicking Delete Only requests that haven t been sent to the GroupWise system and have the Waiting to be Sent status can be deleted If you ve already sent a request to the GroupWise system you cannot cancel the request 10 7 Connection Status By default the Connection Status window is not displayed in Caching mode but you can display it by clicking Account then clicking Show Status Window 282 GroupWise 7 Windows Client User Guide 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 Group Wise 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 the following topics e Section 11 1 Adding a News Account on page 283
117. 55 There are two different Folder Lists the Full Folder List and the Simple Folder List The Full Folder List displays all folders while the Simple Folder List displays only folders that pertain to the folder you are currently in For example if you are in the Mailbox folder the Cabinet folders are displayed and if you are in the Calendar folder the Calendar folders are displayed If you want you can close your folder list to leave more room for other views such as the Calendar in the Main Window Click the Folders List icon in the upper right corner to open or close the Folder List display Getting Started 23 Here is what you ll find in each of the default folders Home Folder on page 24 Mailbox Folder on page 24 Sent Items Folder on page 24 Calendar Folder on page 25 Contacts Folder on page 25 Checklist Folder on page 25 Cabinet on page 26 Documents Folder on page 26 Work in Progress Folder on page 27 Junk Mail Folder on page 27 Trash Folder on page 27 Shared Folders on page 27 IMAP4 Account Folder on page 27 NNTP Newsgroup Account Folder on page 28 Home Folder Your Home folder 3 indicated by your name then Home represents your GroupWise database All folders in you Main Window are subfolders of your user folder The Home folder is where you go to access the Home view For more information about the Home view see Sectio
118. 59 Lunch Mike Palu 936 4 26 2005 11 53 Projects Mike Palu 924 4 26 2005 11 49 Lunch Sophie Jones 920 4 26 2005 11 52 Lunch Mike Palu Pe e e e e e e e a 2 Inthe View group box 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 7 4 2 Deleting Items from Your Mailbox Using Mailbox Storage Size Information 1 Click Tools gt Check Mailbox Size 2 Inthe View group box 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 then click Delete 4 Repeat Steps 2 and 3 until the storage size is below the limit set by your GroupWise administrator Managing Your Mailbox 175 7 4 3 Archiving Items from Your Mailbox Using Mailbox Storage Size Information 1 Click Tools gt Check Mailbox Size 2 Inthe View group box 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 small
119. 76 7 11 3 Creating a Rule for a Resource As the owner of a resource you have full Proxy rights to that resource including the ability to create tules 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 other 198 GroupWise 7 Windows Client User Guide tules that perform different actions For example you might create a rule that declines requests for a resource that is already scheduled 1 Click the folder list header drop down list above the Folder List it probably displays Online or Caching then click Proxy or Click File gt Proxy 2 Click the resource you own If the resource you own isn t listed in the Proxy dialog box type the name of the resource you own in the Name field then click OK Click Tools gt Rules then click 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 then click No NO on fb W Click Add Action click Accept type a comment if desired then click OK Steps 6 and 7 instruct the rule to accept the appointment for the resource only if the resource is available 8 Click Save then click Close 7 12 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 Tras
120. Address Book on page 255 Copying Entries Between Personal Address Books on page 255 Renaming a Personal Address Book on page 255 Copying a Personal Address Book on page 256 Defining Custom Fields in a Personal Address Book on page 256 Deleting Entries from a Personal Address Book 1 Inthe Main Window click on the toolbar 2 Click an address book then click or Ctrl click the names you want to remove 3 Press the Delete key then click Yes Editing Entries in a Personal Address Book 1 Inthe Main Window click on the toolbar 2 Click an address book then double click the name you want to edit 254 GroupWise 7 Windows Client User Guide 3 Edit the information on the different tabs then click OK Mike Palu Frequent Contacts Summary Contact Office Personal Comments Advanced Certificate NaNe eS First Mike Prefix Middle Suffix Last Palu Display Mike Palu Email Address Phone Office 11002 O Home O Mobile O Fag 1555 0002 mpalu corporate com O Pager instant Messaging v T Quickly Adding Contacts to Your Personal Address Book You can now quickly add any recipient in an item to any personal address book 1 Right click the recipient you want to add to a personal address book 2 Click Add To Address Book then click the address book to add the contact to Copying Entries Between Personal Address Books You cannot copy to a
121. Address Book for Your Remote Mailbox 271 9 7 7 Deleting Items from Your Remote Mailbox 0000 eee 272 9 8 Configuring Your Remote Connections 0 0 c eee 273 9 8 1 Connections fess 205 oes ot eet enw eee ie tee Se BO teak a EA thant N 274 9 8 2 Creating a Modem Connection 0 0 c cece 275 9 8 3 Creating a TCP IP Connection 0 0 cee tee 276 9 8 4 Creating a Network Connection 0 saaana aanne 277 9 8 5 Copying a Remote Connection 0 0 0 eee 277 11 9 8 6 Editing a Remote Connection 0 0 00 e cette 9 8 7 Deleting a Remote Connection 0 0 cece ae 9 8 8 Specifying Your Remote Location 0 0 c eee ete 10 Using Caching Mode 10 1 10 2 10 3 10 4 10 5 10 6 10 7 Caching Features lt 2 rne eraa Lk eens ee ee OE bee ber oe ees Setting Up Your Caching Mailbox 1 0 0 0 eee Synchronizing Your Caching Mailbox with Your Online Mailbox 0000 Deleting Items in Your Caching Mailbox 0 0 0 cette Opening a Different Version of a Document in Your Caching Mailbox Viewing Pending Requests 0 0 0 cece tenet teens Connection Status erodes 04 ewe be ee eee ee eG ed SG ee 11 Using Newsgroups 11 1 11 2 11 3 11 4 11 5 11 6 11 7 11 8 11 9 11 10 11 11 11 12 11 13 Adding a News Account sisne herrenes ccc nett D i Deleting a News Account 0 000 ccc ttt eee Subscri
122. Alfons Skoczylas Re What s a good time 5 14 2003 4 47 pm Admin GWCheck GWCheck Report 10 17 2003 12 00 am Mike Palu test 4 19 2005 12 00 am Mike Palu One on One 5 20 2005 10 00 am Mike Palu test 5 20 2005 9 49 pm Mike Palu Signature Test 5 20 2005 9 51 pm Mike Palu Sig 2 5 20 2005 9 53 pm Mike Palu sig 3 test 5 20 2005 9 53 pm Mike Palu test3 5 20 2005 10 17 pm Mike Palu test4 5 20 2005 10 18 pm Mike Palu test5 5 20 2005 10 18 pm Mike Palu test 5 21 2005 1 01 am Mike Palu sig 6 5 21 2005 1 31 am Mike Palu test 5 21 2005 1 39 am Work Assignments 5 27 2005 2 33 am Mailbox Size 0 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 a Find Results Folder on page 159 This section contains the following topics e Section 13 3 1 Specifying When Document References Are Added to the Documents Folder on page 308 e Section 13 3 2 Changing the Maximum Number of References in the Documents Folder on page 309 13 3 1 Specifying When Document References Are Added to the Documents Folder 1 From the Full Folder List right click the Documents folder then click Properties To access the Full Folder
123. Archiving an Item in Your Mailbox on page 182 e Section 7 6 2 Viewing Archived Items on page 182 e Section 7 6 3 Unarchiving Items on page 182 e Section 7 6 4 Archiving Items Automatically on page 182 7 6 1 Archiving an Item in Your Mailbox 1 Ifyou have not previously done so specify the archive path in File Location in the Environment dialog box See Section 14 4 Specifying Where Archived Items Are Stored on page 368 2 In your Mailbox select the items you want to archive 3 Click Actions gt Move to Archive When you archive an item you have sent you cannot track the status of that item 7 6 2 Viewing Archived Items 1 Inthe Main Window click File gt Open Archive or Click the folder list header drop down list above the Folder List it probably displays Online or Caching to indicate what mode of GroupWise you are running in then click Archive 7 6 3 Unarchiving Items 1 Click File gt Open Archive or Click the folder list header drop down list above the Folder List it probably displays Online or Caching to indicate what mode of GroupWise you are running in then click Archive 2 Click the item you want to unarchive click Actions gt Move to Archive 3 Click File gt Open Archive to close the archive and return to the Main Window or Click the folder list header drop down list above the Folder List it displays Archive then click your user folder your name to return to t
124. Click a disconnect method click OK then click Close 9 8 4 Creating a Network Connection 1 Click Accounts gt Send Retrieve gt GroupWise Options 2 Click Configure click Connect To then click New 3 Click Network then click OK Network Connection Connection name j l Path to post office ZE Disconnect method When all updates are received Do not wait for responses 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 disconnect method click OK then click Close 9 8 5 Copying a Remote Connection 1 Click Accounts gt Send Retrieve gt GroupWise Options 2 Click Configure click Connect To click the connection then click Copy 3 Modify the connection then click OK 9 8 6 Editing a Remote Connection 1 Click Accounts gt Send Retrieve gt GroupWise Options 2 Click Configure click Connect To click the connection then click Edit 3 Make the necessary changes then click OK 9 8 7 Deleting a Remote Connection 1 Click Accounts gt Send Retrieve gt GroupWise Options Using Remote Mode 277 2 Click Configure click Connect To then click the connection 3 Cli
125. Color HB Black v Script f Western v 4 Click a font and a font style 5 Click a size 6 Click any other options you want to change then click OK You can also bold italicize or underline portions of text using toolbar buttons 54 GroupWise 7 Windows Client User Guide Changing the Font in HTML View 1 Inan open item you are composing click View gt HTML Mail To Sophie Jones File Edit View Actions Tools Window Help d amp Send 3 Cancel A Address tal fe Mail Send Options S25 Spell Check B mie From v Mike Palu To Sophie Jones Subject Conversation Tahoma viliov B ZU Qt Sophie How was your conversation with Steve Account Novell Groupwise 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 HTML view For information see Viewing and Composing Items in HTML on page 111 3 2 4 Formatting Bulleted and Numbered Lists You can easily include bulleted and numbered lists in messages e Formatting Lists in Plain Text View on page 55 e Formatting Lists in HTML View on page 55 Formatting Lists in Plain Text View In an open item you are composing in Plain Text view 1 Press Ctrl Shift L to insert a bulleted list 2 Press Ctrl Shift L
126. Comments Advanced Certificate History Purpose Use this tab to enter the contact s name multiple e mail addresses multiple phone numbers and multiple instant messaging IDs Click the Display drop down list to select how you want the name to display in Name Completion You can select Last First First Last or you can enter any display name you choose When you want to address an item to this contact type the display name in an address field To CC BC of the item If you double click an e mail address on the Contact tab a new mail view is opened addressed to this contact If you double click an instant messaging ID from a supported product the instant messaging product is opened if installed and a conversation is initiated with this contact You can specify multiple phone numbers Select the radio button of the default phone number Use this tab to enter the contact s title department organization company address mail stop and company Web site Type an organization name If it is already in your address book Name Completion fills in the name If the organization name is not already in your address book the name you enter is added to your address book Use the arrow button to add more information to the organization Click the Web site button to launch a browser and go to the Web site Use this tab to enter the contact s home address personal Web site and birthday Click the Web site button to lau
127. Created lt 5 29 06 Result Includes 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 Items that were created on May 29 2006 Items that were created after May 29 2006 Items that were created on or after May 29 2006 Items that were created before May 29 2006 Items that were created on or before May 29 2006 7 17 9 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 might also be available For information about the fields that are available when you filter the Contacts folder see Contact Fields on page 220 Field Name This Field Refers to Field Criteria Entry Account The account used to send or the account Specify GroupWise POP3 the item was received from IMAP or NNTP Assigned Date The start date of a task Depending on the operator you can specify a time period that the task falls within or specify an exact date 216 GroupWise 7 Windows Client User Guide Field Name Attachment List At
128. Ctrl l Ctrl L Ctrl M Ctrl N Ctrl O Ctrl P Ctrl Q Ctrl R Ctrl S Ctrl U Ctrl V Ctrl X Ctrl Z Ctrl Enter Action Open online help Search for text Open the selected item Refresh the view Mark the selected item Private Open the Font dialog box Select all items select all text Bold text Copy selected text Open a new document management document Open the Find dialog box Go to today s date Italicize text Attach a file to a message Open a new mail message Normal text Open the selected message Open the Print dialog box Turn the QuickViewer on and off Mark the selected item unread Save a draft in the Work in Progress folder Underline text Paste selected text Cut selected text Undo the last action Open the selected item 40 GroupWise 7 Windows Client User Guide Where It Works Main Window Calendar item dialog box In an item Item List Main Window Calendar Item List In an item Item List text In text In text Main Window Calendar item dialog box Main Window Calendar item dialog box Calendar In text In a new item Main Window Calendar item dialog box In text Item List Main Window item Main Window Calendar Item List In an item In text In text In text In text Item List Keystroke Ctrl Del Ctrl F1 Ctrl Up arrow or Ctrl Down arrow Ctrl Shift Left arrow or Ctrl Shift Right arrow Ctrl Shift L Ctrl Shift A Ctrl Shift D Ctrl Shift T Ctr
129. Import Documents Import POP3 IMAP X Proxy Print Calendar Retrieve Mode gt Exit Alt F4 The Installed E Mail Clients list box displays the e mail accounts installed on your machine 2 Select the e mail account you want to import into GroupWise then 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 4 Click Next 5 Click the folders that you want to import from your existing e mail account into Group Wise When you import a folder all messages and subdirectories in that folder are also imported 6 Click Next 7 Type aname for the new GroupWise folder to contain the imported messages and folders use the Up Down Right and Left buttons to position the folder in the GroupWise Cabinet then click Next 8 Type a name for the new GroupWise address book to 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 GroupWise then click Next 11 Accept the default name for the new account then click Next or Select the account folder in the list box click Change Folder type a new name click OK then click Next Working with Items in Your Mailbox 12 Review the summary information to ensure that it is correct then click Next or Click Back to change your
130. Meeting From Sophie Jones June 2005 July 2005 SMTWTFS Today Tuesday June 21 2005 S romere rau 621 2005 11 59am From Mike Palu 6 21 2005 11 59 am August 2005 SBMTWTFS 1 2 4 The panels display your frequently used information in a quick glimpse You can add additional panels from a list of preconfigured panels or you can create new panels and display the information you want For more information about panels see Section 1 6 Using Panels on page 36 1 2 4 Folder and Item List Header The Folder and Item List header provides a drop down list where you can select the mode of GroupWise you want to run Online Caching Remote or Remote Offline select to open your archived or backup mailbox and select a proxy mailbox For information about these features see Section 1 4 Using Different GroupWise Modes Online Caching and Remote on page 29 Section 7 6 Archiving the Items in Your Mailbox on page 181 Section 7 14 Backing Up Your Mailbox on page 202 and Section 7 9 Giving Other People Access to Your Mailbox on page 192 This header also provides the Show drop down list from which you can select to see only items of a specific category For information about categories see Using Categories to Organize Items on page 90 The new Filter icon is also on this header giving you convenient access to predefined and custom
131. Novell GroupWise www novell com 7 WINDOWS CLIENT USER GUIDE June 15 2006 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 Any products or technical information provided under this Agreement may be subject to U S export controls and the trade laws of other countries You agree to comply with all export control regulations and to obtain any required licenses or classification to export re export or import deliverables You agree not to export or re export to entities on the current U S export exclusion lists or to any embargoed or terrorist countries as specified in the U S export laws You agree to not use deliverables for prohibited nuclear missile
132. Options Sending Secure Message S MIME 291 2 Double click Security then click the Send Options tab Security Options Password Notify Proxy Access Send Options C Require password to complete routed item Select a security service provider Name Microsoft Enhanced Cryptographic Provider v1 0 Secure item options C Sign digitally C Encrypt for recipients Advanced options 3 Select Sign digitally or Encrypt for recipients 4 Click Advanced options then make selections Click A then click an option for more information about each option 5 Click OK twice then click Close 12 4 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 1 Click Tools gt Options 2 Double click Certificates 3 Click Get Certificate Your Web browser launches and displays 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 then follow the instructions on the Web site 5 Ifyou used Internet Explorer to obtain the certificate the certificate is available in GroupWise If you used Netscape to obtain the certificate you need to export or back up the certificate from Netscape see the Net
133. POP3 server when you manually empty them from the Trash If GroupWise automatically empties your Trash the items are not deleted from the POP3 server 3 5 8 Connecting to a POP3 or 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 must support SSL 1 Click Accounts gt Account Options 2 Click the account then click Properties 3 Click the Advanced tab 4 Select Use SSL then specify the digital certificate you want to use This certificate enables GroupWise 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 Section 12 4 Obtaining a Security Certificate from a Certificate Authority on page 292 5 Click OK then click Close 70 GroupWise 7 Windows Client User Guide 3 5 9 Importing POP3 and IMAP4 Accounts Use the GroupWise E Mail Importer Utility to import existing POP3 and IMAP4 accounts into Group Wise 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 1 Click File gt Import POP3 IMAP New b Open Archive Open Backup Open View
134. Printing the Status Information of an Item on page 81 Checking the Status of an Item 1 Right click an item in your Mailbox or Calendar then click Properties The icons next to an item can give also you helpful status information See Icons Appearing Next to Items in Your Mailbox Sent Items Folder and the Calendar on page 30 80 GroupWise 7 Windows Client User Guide To change to the Advanced Properties click the Style drop down arrow then click Advanced Properties Saving the Status Information of an Item 1 Right click an item then 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 then click Properties 2 Right click in the Properties window then click Print 3 7 6 Receiving Notification About Items You Send 1 To receive notification for one item open an item view click the Send Options tab then click Status Tracking File Edit View Actions Tools Accounts Window Help send 3 cancel Bj Adress A E Se _ Mail Send Options V Create a sent item to track information O Delivered General Delivered and opened O All information Auto delete sent item fz Return notification Status Tracking When opened Ea When deleted 5 Internet mail Security C Enable delivery confirmation
135. Recurring Item Based on Another Day of the Week 135 5 7 4 Scheduling a Recurring Item Based on the Last Day of the Month 135 5 7 5 Scheduling Auto Dates by Formula 0 0 c eee eee 136 5 7 6 Using Auto Date Formula Functions and Operators 00000 136 6 Using Your Calendar 141 6 1 Viewing Your Calendar s rsi hse he hae aed cue hota bbb iin a a Ra Eia 142 6 1 1 Opening the Calendar Folder or a Calendar View 00s eens 142 6 1 2 Navigating in the Calendar 0 0 ee tetas 143 6 1 3 Creating a Calendar siie yh haie aaa aa iaa e a pay i Ee aSa tenes 144 8 6 1 4 Changing a Calendar s Color n ssaa 0 ccc tee 144 6 1 5 Selecting Calendars to Display 0 0 c eee tee 145 6 1 6 Viewing As Calendar 0 eee eee 145 6 1 7 Understanding the Icons Appearing Next to Items in Your Calendar 145 6 1 8 Understanding the Shading on Calendar Appointments 0 145 6 2 Reading an Item in Your Calendar 0 0 0 0 cece tetas 145 6 3 Saving an Item in Your Calendar auaa aaeeea 145 6 4 Using the Multi User Calendar ananunua ce eee 146 6 4 1 Viewing the Calendars of Multiple Users or Resources 000000 146 6 4 2 Modifying a Multi User List 0 eee 147 6 4 3 Creating a Multi User Calendar View 0 0 0 cece eee 147 6 5 Printing Calendar Items re muirer ee en eee ee ee eed eb be bbe de bene eee
136. Required siones Password Online Address Caching mailbox path Remote mailbox path 3 Type your user ID in the User ID field 4 Click the Password field type your password then click OK Using Notify On a Shared Workstation To use Notify on a shared workstation you need to configure Notify to start when GroupWise is opened 1 In GroupWise click Tools gt Options then double click Environment 2 On the General page select Start Notify at startup This starts Notify when GroupWise starts and closed Notify when Group Wise is closed 3 Click OK then click Close 2 2 Assigning Passwords to Your Mailbox You can assign a password to your Mailbox GroupWise passwords are case sensitive for example Wednesday is not the same as WEDNESDAY If you forget your password you cannot access any of your items e Section 2 2 1 LDAP Authentication on page 46 e Section 2 2 2 Adding Changing and Removing Your Password on page 46 e Section 2 2 3 Bypassing Your GroupWise or LDAP Password on page 47 e Section 2 2 4 Proxies and Mailbox Passwords on page 47 e Section 2 2 5 Mailbox Passwords and Remote Mode on page 48 e Section 2 2 6 Mailbox Passwords and Caching Mode on page 48 Logging into GroupWise 45 2 2 1 LDAP Authentication If your system administrator has turned on LDAP authentication your LDAP password is used to access your Mailbox
137. Rescheduling an Appointment 0 00 c ete 121 5 1 3 Rescheduling Recuring Appointments 0 auaa eee eee 122 5 1 4 Canceling an Appointment 0 0 ee eae 122 5 1 5 Scheduling an Appointment for Yourself 000 0020 e eee eee 122 5 1 6 Checking When Everyone Is Available 0 0 00 cee eee 124 5 1 7 Formatting Your Appointments in ICAL 00000 cee eee eee 126 5 2 Sending Tasks is iaren 220d pen pees ene dada esi dae Go ee baa bee ag pee be eda A 126 5 2 1 Assigning a Task to Other Users 1 0 0 0 0 eae 127 5 2 2 Assigning a Task to Yourself 0 000000 eee 128 5 2 3 Marking Tasks Completed 0 0 e eect eae 129 5 3 Sending ReminderNotes acerra ead ele ie ied ee Sar a Scene ede aie ee 130 5 3 1 Scheduling a Reminder Note for Yourself 0 0 0 0 c eee eee 130 5 3 2 Scheduling a Reminder Note for Other Users 0 0 0 0 eee eee eee 131 5 4 Accepting or Declining Scheduled Items 1 0 0 0 0 cee 132 5 4 1 Accepting or Declining Resource Requests 0 0 c cee eee eee 132 5 5 Accepting or Declining Internet Items 0 00 0 eee 132 5 6 Specifying a Time Zone for an Appointment 0 0 c eee eae 133 5 7 Scheduling Recurring IteMS 1 2 0 ete 134 5 7 1 Scheduling a Recurring Item by Dates 0 0 0 0 eee eee 134 5 7 2 Scheduling a Recurring Item by Example 0 0 eee eee ee 134 5 7 3 Scheduling a
138. Section 7 12 Opening and Emptying the Trash on page 199 Section 7 13 Deleting Items from Your Mailbox on page 201 Section 7 14 Backing Up Your Mailbox on page 202 Section 7 15 Finding Items on page 203 Section 7 16 Finding Text in Items on page 209 Section 7 17 Filtering Items on page 209 Section 7 18 Using the Columns in Your Mailbox on page 220 Section 7 19 Repairing Your Mailbox on page 221 7 1 Using the Folder List Use folders to store and organize your items For example you can group all items related to a particular task or subject together There are two folder list views The Simple Folder List is a context sensitive folder list It displays the folders that are relative to the folder you are currently in The following graphic displays what a typical Simple Folder List looks like Figure 7 1 Simple Folder List fcet Plans Projects Managing Your Mailbox 155 The Full Folder List displays all the folders that you have The following graphic displays what a typical Full Folder List looks like Figure 7 2 Folder List a Sophie Jones Home Journal Notes Mailbox Sent Items E Calendar E contacts Documents J Checklist E7 Work In Progress B Junk Mail E Trash 1 All folders are subfolders of your user folder The user folder represents your user Home view and contains all of your GroupWise information Clic
139. Specify a phone number Specify an existing category 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 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 Depending on the operator you can specify a time period that the item falls within or specify an exact date 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 Managing Your Mailbox 217 Field Name This Field Refers to Field Criteria Entry From The name of a person in the From field of Specify the From field an item Item Source Whether the item was received sent Select the item source from posted or a draft the drop down list Item Status Whether an item has been accepted Select the item status from the completed opened read marked private drop down list or the subject is concealed Item Type Types of items such as mail messages Select the item type from the appointments and so on drop down list Library The library in which documents are Select the li
140. Using Advanced Find 1 Click Tools gt Find 2 Click Advanced Find 3 Select a field in the first drop down list click an operator then type or select a condition Advanced Find Filter Include entries where To All Fields 4 Click the last drop down list click And Or Insert Row or New Group add more criteria for your filter click End from the last drop down list then click 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 Managing Your Mailbox 207 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 click the Matches operator type John Smith as the parameter then click Or in the last drop down list A second row appears Click From in the first drop down list click the Matches operator type Mary Jones as the parameter then click New Group Click Item Status in the first drop down list click the J Includes operator click Opened in the third box then click OK Delete Row removes a row from your filter definition You cannot delete a one row filter 5 Click OK when your filter
141. When you double click a group the group item view displays Figure 7 6 Group Item View New Group Frequent Contacts Summary Details E Friends Members To Alfons Skoczylas To Art Ramirez To Benjii Gensomino To Fred Thompson The following table explains the purpose of each tab on the group item view For specific help about each field on a tab click a field in the group item view then press Shift F 1 Tab Purpose Summary This tab displays a summary of the information contained in the other tabs Click the drop down list to display the summary information in two different formats If your system administrator has customized this tab you might have additional formats to choose from Details Use this tab to enter a name for the group a description of the group and see who is included in the group You can also select a member of the group and press Delete to remove the name If you right click a name you can see details remove the name or change the designation of To CC and BC Use the Members button to add entries to the group For more information see Adding and Removing Contacts from a Personal Group or Corporate Distribution List on page 240 166 GroupWise 7 Windows Client User Guide 7 3 3 Managing Resources Each resource in the Contacts folder is marked with the Resource icon When you double click a resource the resource item view displays Figure 7 7 Resource Item View Co
142. Your Applications 1 Click Tools gt Options then double click Documents Creating and Working with Documents 357 2 Click the Integrations tab Documents Setup Library Configuration Integrations General Enable integrations Registered applications Bitmap Image Merge Document Microsoft Access Application Microsoft Excel Worksheet Enabled Microsoft PowerPoint Presentation Enabled Microsoft Word Document Enabled Text Document WAVE Audio File WinZip File Enabled Disabled 3 Deselect the Enable integrations check box then click OK Turning Off Integrations for One Application Click Tools gt Options then double click Documents Click the Integrations tab Make sure the Enable integrations check box is selected kh OND In the Registered applications box click the application for which you want to turn off integrations 5 Click Disabled then click OK When an application integration is disabled no text displays to the right of the application name in the Registered Applications list box 13 17 4 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
143. Yourself on page 128 e Section 5 2 3 Marking Tasks Completed on page 129 5 2 1 Assigning a Task to Other Users 1 Click File gt New gt Task Task To Mike Palu File Edit View Actions Tools Window Help f send J Cancel Gy address A E be A D DA Task Send Options Sophieones ces T ere mr fT Start date 5 23 2005 Due on 5 23 2005 Subject Update Assignment Lit 000 Priority Ez Please update your assignment list For me Hiss _ ma eas 7 eS eA ee _ 2 Inthe 7o field type a username then press Enter Repeat for additional users If necessary type usernames in the CC and BC fields or To select usernames from a list click Address double click each user then click OK 3 To change the From name to another account or proxy click From 7 then click a name Scheduling Group and Posted Items 127 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 fields or Click to specify dates or auto dates for your task 5 Type the subject 6 Type a priority for the task The task priority can consist of a character followed by a number The following are acceptable formats Al C2 B 3 and so forth Task priorities are optional 7 Type a description of the task You can specify many options such as making this task a high priority requesting a reply from recipients and more by clicking the
144. a Entry Select the option from the drop down list Specify an integer 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 field Specify a single letter Specify an integer Specify Read Watch or Ignore Specify a To field 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 Specify a view name Managing Your Mailbox 219 X Fields An X field is a specialized field in an Internet mail header Many anti spam programs add an X field to messages to mark them as potential spam You can then create a rule to move these messages to your Junk Mail Folder To add an X field to the list of predefined fields to search or filter for 1 Click X Fields in the All Filter Fields window 2 Type the X field name you want to search or filter for in the New Internet X Field field 3 Click OK The X field is added to the All Filter Fields window Contact Fields If you filter from within the Contacts folder you can filter by any of th
145. a vCard on page 244 242 GroupWise 7 Windows Client User Guide Importing Address Books from POP3 IMAP4 E Mail Accounts 1 Click File gt Import POP3 IMAP The Installed E Mail Clients list box displays the e mail accounts installed on your machine 2 Select the e mail account you want to import into GroupWise then click Next Click the Address Books check box then click Next 4 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 5 Click Next Review the summary information to ensure that it is correct then click Next or Click Back to change your import options Check to see if the e mail account was successfully imported then click Done Importing 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 GroupWise Open a DOS editor or Notepad then 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 242 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 imp
146. ab 3 Type anew subject in the My Subject field 82 GroupWise 7 Windows Client User Guide Figure 3 1 Sent Item Showing Personalize Tab Mail From Sophie Jones File Edit View Actions Tools Window Help X Cose amp d Forward Mail Properties Personalize My Subject Reports DE Category Subject Status Report Mike Could you send me a status report for all your projects This personalized subject displays in your Mailbox and or Calendar and in the Mailbox and or Calendar of anyone who proxies for you If you change the subject of an item in a shared folder other users of the shared folder see the original subject To see the original subject open the item and look in the Subject field in the item header When you create a basic filter or perform a Find with a specific word in the Subject field the filter Find results show items whose original subject or personalized subject contains this word When you create an advanced filter or find use the Subject field to search for the original subject and use the My Subject field to search for the personalized subject When you create a rule that looks for a specific word in the Subject field the rule only looks at the original subject Working with Items in Your Mailbox 83 3 8 Managing Received Items GroupWise stores all the mail messages appointments and other items you receive in your Mailbox Figure 3 2 Mailbox View 43 Novell Gr
147. ail 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 This section contains the following topics e Section 5 3 1 Scheduling a Reminder Note for Yourself on page 130 e Section 5 3 2 Scheduling a Reminder Note for Other Users on page 131 5 3 1 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 From your Calendar open a view with a Reminder Notes List for example the Week view Click a date then double click an empty space in the Reminder Notes List If necessary click to specify a start date or auto date for your reminder note ak WN Type a subject and the reminder note You can specify many options such as making this reminder note a high priority and more by clicking the Options tab 6 Click Post on the toolbar 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 130 GroupWise 7 Windows Client User Guide 5 3 2 Scheduling a Reminder Note for Other Users 1 Click File gt New gt Reminder Note a Reminder Note To Mike Palu File Edit view Actions Tools Window Help i Send 3 Cancel z Address 7 H S a Reminder Note Send O
148. aking It a New Version 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 then click a check in method Click the Check in as drop down list then click New Version a A WN In the Checked out location and filename field specify the path and filename of the file you are checking in 6 Click Check In Type a description for the new version of the document 8 Click OK 13 10 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 of a document you must have Delete rights for the document See Section 13 5 Sharing Documents on page 314 for more information about document 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 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 documen
149. 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 NOT or 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 i 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 join and so on i Matches zero or more characters For example mountain finds all items containing the words mountain mountains mountainous and so on a NOCASE default Items containing a specific word regardless of case For example NOCASE ZOO finds both Zoo and zoo WILDCARD default Items containing the search terms where and are treated as wildcard Do o characters For example WILDCARD jo n finds john joan and join 7 17 8 Using Filter and Rule Operators The available operators depend on the field you have selected in the first drop
150. an 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 This section contains the following topics e Section 7 2 1 Sharing an Existing Folder with Other Users on page 161 e Section 7 2 2 Posting a Message to a Shared Folder on page 162 e Section 7 2 3 Viewing Discussion Threads in a Shared Folder on page 162 7 2 1 Sharing an Existing Folder with Other Users 1 In the Folder List right click the folder you want to share then click Sharing Projects Properties n General Display Sharing O Not shared Shared with Name a Remove User Share list Name Status Access Art Ramirez Pending Read Add Claudia Wong Pending Read Add Mike Palu Pending Read Add Additional access for Art Ramirez Add C Edit C Delete 2 Click Shared with 3 Inthe Name field start typing the name of a user or click the Address Book button to select the user from the Address Selector dialog box When the user s name appears in the field click Add User to move the user into the Share list Click the user s name in the Share list Select the access options you want for the user NO on fb Repeat Steps 3 6 for each user you want to share the folder with Managing Your Mailbox 161 8 Click OK If you want the folder to have a specific
151. an organize your messages by moving them into folders within your Cabinet and you can create new folders as necessary See Section 7 1 Using the Folder List on page 155 for more information You can also organize your messages by assigning them categories Each category displays as a different color in your Mailbox You can filter on categories See Using Categories to Organize Items on page 90 for more information 1 5 1 Bolded 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 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 Sent items in the Sent Items folder are also bolded to show when they are queued but not uploaded status information has not been received about the item being delivered or they have not yet been transferred to the Internet 1 5 2 Icons Appearing Next to Items in Your Mailbox Sent Items Folder and the Calendar The icons that appear next to items in your Mailbox Sent Items folder and the Calendar show information about the items The following table explains what each icon means Table 1 3 Icon Descriptions Icon Description 4 Next to an item you have sent in Remote or Caching mod
152. anage items to regain space Your GroupWise administrator might 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 You can check your Mailbox storage size at any time This section contains the following topics e Section 7 4 1 Viewing Your Mailbox Size Information on page 175 174 GroupWise 7 Windows Client User Guide e Section 7 4 2 Deleting Items from Your Mailbox Using Mailbox Storage Size Information on page 175 e Section 7 4 3 Archiving Items from Your Mailbox Using Mailbox Storage Size Information on page 176 7 4 1 Viewing Your Mailbox Size Information 1 Click Tools gt Check Mailbox Size Mailbox Storage Size Information You have used 0 of your mailbox storage 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 Mailbox information O Trash BE current mailbox size 957 KB Sent items O Received Items Posted Draft items PY Current storage limit 64 2 GB Size Date Subject 3243 4 18 2005 12 34 test Sophie Jones 1321 5 24 2005 2 24 a HTML Message Sophie Jones 1159 4 26 2005 12 18 One on One Mike Palu Sophie Jone 1042 4 26 2005 11 55 Who Was the Conference Mike Palu 1012 4 26 2005 11 59 Reports Mike Palu 997 4 26 2005 11 55 Status of Report Mike Palu 987 4 26 2005 11
153. and BC fields or To select usernames from a list click Address on the toolbar double click each user then click OK 3 Type the name company and phone number of the caller 4 Click the check boxes that apply to this phone message 5 Type the message in the Message field If you want change the font of the message text For information see Changing the Font of Items You Send on page 54 6 To change the From name to another account or proxy click From 7 then click a name 7 Click Send on the toolbar Working with Items in Your Mailbox 53 3 2 3 Changing the Font of Items You Send The recipient of an item sees the changes you make in Plain Text view if he or she views the item in Plain Text view The recipient of an item sees 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 This section contains the following topics e Changing the Font in Plain Text View on page 54 e Changing the Font in HTML View on page 55 Changing the Font in Plain Text View 1 Inan open item you are composing click View gt Plain Text 2 Click the Message field 3 Click Edit gt Font then click Font again Font style Regular ET Ce Italic F O Times New Roman Bold Times New Roman M1 Bold Italic O Trebuchet MS Tunga O Verdana Effects Sample C Strikeout C Underline a
154. and the Contacts Folder There are three ways to access address book information the Address Book the Address Selector and the Contacts Folder Address Book To open the GroupWise Address Book click the Address Book button Wak on the Main Window toolbar The Address Book opens displaying a left pane that lists the system address book LDAP address book Frequent Contacts address book and any personal address books you have created Figure 8 1 The Address Book Address Book File Edit view Help a New v Details a Delete E Action v amp Online T Frequent Contacts Name Completion Position 1 A Novell GroupWise Ac rajas 3 Novell LDAP Addres y E Frequent Contacts E Mike Palu aramirez corporate com 11010 Development cwong corporate com 11003 Development EddieE corporate com jstevens corporate com 11022 Development ipangilinan corporate com x11000 Development khuang corporate com x11017 Development mbarnard corporate com x11015 Development 3 Mike Palu mpalu corporate com 11002 Development B tmcomber nov rmeomber novell com 11016 Development 11006 Development You can use File gt Open Book and File gt Close Book to display and hide the address books in this pane The right pane lists all the entries in the selected address book What You Can Do in the Address Book Using the Address Book you can open contacts to view details select names to send an item to create a
155. anging Item Types seriis cennin se Hee NEEN NE EA O D EE nee ee 109 3 8 12 Viewing and Composing Items in HTML 0 0 0 eee ee 111 3 8 13 Viewing the Source of External Messages 00 0 e eee eee 112 3 9 Changing the Encoding of an Item 1 2 eee 112 3 9 1 Changing the Encoding for All Items You Send 0 00 e eee eee 113 3 9 2 Changing the Encoding for One Item You Are Sending 04 113 3 9 3 Changing the Encoding for an HTML Item You are Reading 113 4 Using GroupWise Messenger from Within GroupWise 115 4 1 Using GroupWise Messenger from Within GroupWise 000 e eee eee 115 4 1 1 Displaying the GroupWise Messenger Presence 2 00s eee ees 116 4 1 2 Sending an Instant Message From the GroupWise Messenger Presence 116 4 1 3 Sending an Instant Message From the File Menu 200000 116 4 1 4 Displaying the GroupWise Messenger Contact List 116 4 1 5 Adding Contacts from GroupWise to GroupWise Messenger 116 4 1 6 Specifying Whether or Not to Start GroupWise Messenger When GroupWise Staris a cr eoe et hk ioe eee Gay EEE pe we ees POLE ee EER ee 117 4 1 7 Displaying GroupWise Messenger Options 0 0 00 eee eee 117 5 Scheduling Group and Posted Items 119 5 1 Scheduling Appointments 0 0 119 5 1 1 Scheduling an Appointment for Other Users 0 00 00 e eee eee 120 5 1 2
156. annot perform a full text search when using this option 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 e Move or copy documents to a different library Change the document properties author document type subject an so on of a group of documents in the library e Change the sharing rights to a group of documents in the library Creating and Working with Documents 337 e Reset a document s status e 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
157. ant to specify your remote location and connection before sending the item click Accounts gt Send Retrieve gt GroupWise Options click Configure select your remote location from the Connecting from drop down list select a connection from the Connect to drop down list click OK then click Connect At the same time your items are being sent your new items are retrieved 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 9 7 3 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 Using Remote Mode 269 you connect to your master GroupWise 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 Update Item Update Item Update Item Update Item New Mail Update Item Delete Update Item lt La
158. any option click 2 then click the option Print Calendar Form Content Options Header Footer Options Name Overflow extra text to following pages Page number C Print on both sides of page duplex Bawendi C Print to a text file C Print to an HTML file Use shading Print items C Print separator lines between items all C Center form on page horizontally C Insert blank page at beginning of print job O Selected folder C Use category color as background 9 Click the Preview button to see how the page layout looks with the selected options If necessary change the options 10 Click Print 6 5 2 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 File gt Proxy 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 File gt Print Calendar 4 Click Multi User in the Format group box click Setup then select the users whose schedules you want to print Multi User Setup Proxy list Proxies per page Sophie Jones 2 oe 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 Using Your Calendar 149 Click OK Click
159. 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 Appointments display on the Calendar See Section 5 1 Scheduling Appointments on page 119 Task A task lets you place a to do item on your own or on another person s Calendar after it has been accepted 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 Section 5 2 Sending Tasks on page 126 TIP You can also create a checklist that is not associated with your Calendar In this type of checklist any item type mail appointment task reminder note phone message can be used For information see Creating a Checklist on page 95 Working with Items in Your Mailbox 49 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 Section 5 3 Sending Reminder Notes on page 130 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
160. appropriate location such as the Calendar Changing an Item in Your Calendar to Another Type of Item 1 Click Calendar in the Folder List 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 Type any necessary information 5 Click Send or Post on the toolbar 110 GroupWise 7 Windows Client User Guide Changing a Posted Item to a Group Item 1 In your Calendar click a posted item 2 Click Edit gt Change To then click More Change To ltem type Views Omi OF 4 O Phone Reminder note O Task O Grup Posted 3 Click Group then click OK 4 Type any necessary information 5 Click Send on the toolbar 3 8 12 Viewing and Composing Items in HTML You can view items in GroupWise that have been composed in HTML from other users or from Web based information services You can click any links that are included in the item and jump 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 above the Message box gives you HTML options such as text formatting text color lists inserting lines and pictures inserting a backgr
161. ar to display Select if you want a single row of buttons or multiple rows of buttons if necessary Click the Customize tab NO oo Ff To add a button click a category in the Categories list box click a button in the Controls box then click Add Button 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 8 To remove a button leave the Toolbar Properties dialog box open then drag the button off the toolbar in the Main Window 9 To change the order of a button on a toolbar leave the Toolbar Properties dialog box open then drag the button to a new location on the toolbar in the Main Window 10 To add space between buttons leave the Toolbar Properties dialog box open then drag one button away from the other button or To remove space between buttons leave the Toolbar Properties dialog box open then drag one button toward another button 11 Click OK Getting Started 39 1 9 Using Shortcut Keys 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 where they work Table 1 4 Shortcut Keys Keystroke F1 F2 F4 F5 F8 F9 Ctri A Ctrl B Ctrl C Ctrl D Ctrl F Ctrl G
162. ard 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 IMPORTANT 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 13 15 3 Acting as the Librarian The system administrator can give users Manage rights to a library When you have Manage 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 that might not have been explicitly shared with the librarian However the librarian c
163. arrange them in the order you want Each item is marked with a check box so that you can check items off as you complete them If you want another folder to work the way the Checklist folder does click the folder click the Display drop down list on the toolbar then select Checklist The folder will then have a Checklist area at the top of the folder where you can drag items The following is a comparison between the Checklist folder and the Task List query folder found in previous versions of GroupWise Table 1 2 Comparison of the Checklist Folder and the Old Task List Query Folder Checklist Folder Task List Folder A system folder that cannot be deleted A Find Results folder that can be deleted and re created For more information about Find Results folders see Understanding Find Results Folders on page 158 Getting Started 25 Checklist Folder Task List Folder This folder contains the following items No items actually reside in this folder This folder is a Find Results folder which means a Find is Items you have moved to this folder performed when you click the folder and the results Items you have created in this folder of the Find all scheduled tasks are displayed in the folder If you delete an item from this folder the original item remains in its original folder and redisplays the next time you open this folder e Items in other folders that you have marked Show in Checklist Items that are part
164. arts Added a section expalining how to set which folders that Notify should check for notifications Added additional information about where items are archived from Added a section explaining how to delete a group from a personal address book Added a section explaining how to quickly add contacts to a personal address book Added a section explaining how to change the calendar background colors Documentation Updates 385 Location Section 14 26 Changing Your Display Name on page 380 A 2 November 30 2005 Table A 2 November 30 2005 Updates Location GroupWise 7 Windows Client User Guide on page 1 Section 2 1 3 Logging in to Your Mailbox from a Shared Workstation on page 44 Cabinet on page 26 Section 3 2 8 Delaying Delivery of an Item on page 61 Section 3 4 Notifying Recipients About an Item You Have Sent on page 64 Section 3 6 1 Attaching a File to an Item on page 74 Section 5 1 3 Rescheduling Recuring Appointments on page 122 Chapter 6 Using Your Calendar on page 141 Section 7 5 9 Setting How to be Notified on page 178 Section 7 5 10 Setting the Alarm Options on page 179 Section 7 5 12 Setting Notify Options for Return Status Messages on page 180 Section 7 19 Repairing Your Mailbox on page 221 Section 3 2 9 Using Custom Views on page 61 Section 7 6 4 Archiving Items Automat
165. ary category will be used to identify the item When you reply to an item that has been assigned a category the same category is assigned to the reply message Four default categories Follow Up Low Priority Personal and Urgent are available for you to immediately assign to items You can modify and delete them if you choose as well as continue to create new categories You can filter on categories by using the Show menu next to the Filter icon You can add a Category column heading and sort your Item List by category This section contains the following topics e Assigning a Category to an Item on page 91 e Adding a Category on page 93 e Deleting a Category on page 93 e Renaming a Category on page 93 e Seeing All Items in a Certain Category on page 94 Assigning a Category to an Item To quickly assign a category to an item 1 Right click an item in your Mailbox or Calendar then click the category Working with Items in Your Mailbox 91 The 10 most recently used categories are available from this right click menu If you have not yet used categories they are displayed alphabetically Open View Save As Print Filter Junk Mail gt Reply Forward Forward as Attachment Delete Delete and Empty Change to Move to Checklist Folder Move to Archive Read Later Urgent ae Follow up Version List Low priori Check In i A i More Navigate gt Mark Thread gt Prope
166. 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 13 5 2 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 After 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 apply only 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 a fF WN 6 7 Click Tools gt Options then double click Documents Click the library for which you want to specify default sharing rights Click Properties then click the Sharing Defaults tab Click Shared with In the Name field type the name of the user or group you want to grant rights to then click Add User Click the check boxes for the rights you want to grant to the selected user or group Click OK GroupWise applies the default sharing rights to every document you create or import in the selected library
167. ate a reference to the employee handbook This section contains the following topics e Sharing Document References with Other Users on page 302 e Document References and Remote Caching Modes on page 302 Creating and Working with Documents 301 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 access 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 13 1 3 Specifying Document Properties 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 Figure 13 2 Documents Properties Dialog Box Document 9 Document Version Sharing Activity Log Personalize
168. ated the item to by looking at the item s Properties This section contains the following topics e Delegating an Appointment Task or Reminder Note from the Main Window on page 100 e Delegating an Appointment Task or Reminder Note from the Calendar View on page 101 Delegating an Appointment Task or Reminder Note from the Main Window 1 In the Item list click a task reminder note or appointment 2 Click Actions gt Delegate 3 Inthe To box type a username then press Enter or To select a username from a list click Address on the toolbar double click the user then click OK 4 Type any additional comments to the recipient 5 Click Send on the toolbar 100 GroupWise 7 Windows Client User Guide 6 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 Ina Calendar view right click a task reminder note or appointment then click Delegate 2 Inthe To field type a username then press Enter or To select a username from a list click Address on the toolbar double click the user then click OK 3 Type any additional comments to the recipient 4 Click Send on the toolbar 5 Click Yes if you want the item to remain in your Calendar or Click No if you want the item deleted from your Calendar 3 8 10 Handling Unwanted Mail Use Junk Mail Handling to decide
169. ation 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 Table 7 1 Rights You Can Grant to Users This right Lets your proxy do this Read Read items you receive Proxies cannot see your Contacts folder with this or any other proxy right 192 GroupWise 7 Windows Client User Guide This right Lets your proxy do this Write Create and send items in your name including applying your signature if you have one defined Assign categories to items change the subject of items and perform checklist options on items Subscribe to my Receive the same alarms you receive Receiving alarms is supported only if alarms the proxy is on the same post office you are Subscribe to my Receive notification when you receive items Receiving notifications is notifications supported only if the proxy is on the same post office you are Modify options rules Change the options in your Mailbox The proxy can edit any of your Options folders settings including the access given to other users If the proxy also has Mail rights he or she can create or modify rules and folders This right allows a proxy to add delete and modify categories Read items marked Read the items you marked Private If you don t give a proxy Private rights Private all items marked Private in your Mailbox are hid
170. bPublisher username in the Share List 4 Deselect View then click OK If you want to remove the document entirely in addition to unpublishing it delete the document from the library 13 7 Viewing the History of a Document 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 This section contains the following topics e Section 13 7 1 Viewing the Activity Log for Deleted Documents on page 321 e Section 13 7 2 Viewing the Activity of a Document on page 321 e Section 13 7 3 Viewing Who Has a Document Open or Checked Out on page 322 13 7 1 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 additi
171. bing toa Newsgroup 1 6 eet ee Posting a New Discussion to a Newsgroup 000 0c cece eee eee Replying to a Message ina Newsgroup 0 00 e cee eee tees Adding a Signature to All Newsgroup Items You Send 0 0 00 e eee eee Changing the Display Name for Newsgroup Postings 000020e eee eeee Updating the Local Newsgroup Folder 000 0c eee Deleting an Item in a Newsgroup from Your GroupWise Item List Collapsing or Expanding All Threads ina Newsgroup 00 e eee eee Performing a Search on a Newsgroup Server 0 0 0 cece ete tae Marking Items in a Newsgroup According to Your Interests 20005 Specifying Download Settings for Individual Newsgroups 000 0c eee eee eee 12 Sending Secure Message S MIME 12 1 12 2 12 3 12 4 12 5 12 6 12 7 12 8 12 9 12 10 12 11 12 12 Secure Message Concepts er drct bee es Bae ee Pe ieee E ieee tee Digitally Signing or Encrypting an Item 2 eae Digitally Signing or Encrypting All ltems 0 eee Obtaining a Security Certificate from a Certificate Authority 0 0000 Selecting a Security Service Provider 0 0 cece tte Selecting a Security Certificate for Digitally Signing Items 0 0 00 Searching for Recipient Encryption Certificates Using LDAP 0000 Selecting the Method Used for Encrypting Items 0 0
172. brary from the stored drop down list Message Text appearing in the Message field ofan Type part or all of the item Message field My Subject Text appearing in the My Subject field of Specify part or all of the My the Personalize tab Subject text Number Accepted The number of recipients that have Depending on the operator accepted an item you ve sent you can specify an integer or select a variable from the drop down list Number Completed The number of recipients that have Depending on the operator completed an item you ve sent you can specify an integer or select a variable from the drop down list Number Deleted The number of recipients that have Depending on the operator deleted an item you ve sent you can specify an integer or select a variable from the drop down list Number Opened The number of recipients that have Depending on the operator opened an item you ve sent you can specify an integer or select a variable from the drop down list Number Replied The number of recipients that have replied Depending on the operator to an item you ve sent you can specify an integer or select a variable from the drop down list Opened By The name of the person who last opened Specify a name this version of a document Place Text appearing in the Place field of an Type part or all of the Place appointment field Posted By Name appearing in the From field of a Specify the From field posted item Priority The priority
173. bstitute 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 140 GroupWise 7 Windows Client User Guide 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 manage the schedules of multiple users or resources to whose Calendars you have proxy rights and the Summary Calendar Panel lets you see a text summary of your calendar 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 Search and in your Calendar You can have multiple calendars that di
174. cally e Formula lets you enter the scheduling information in text format This section contains the following topics e Section 5 7 1 Scheduling a Recurring Item by Dates on page 134 e Section 5 7 2 Scheduling a Recurring Item by Example on page 134 e Section 5 7 3 Scheduling a Recurring Item Based on Another Day of the Week on page 135 Section 5 7 4 Scheduling a Recurring Item Based on the Last Day of the Month on page 135 Section 5 7 5 Scheduling Auto Dates by Formula on page 136 Section 5 7 6 Using Auto Date Formula Functions and Operators on page 136 5 7 1 Scheduling a Recurring Item by Dates 1 In an appointment task or reminder note you are scheduling click Actions then click Auto Date 2 Click the days you want to schedule 3 To move to a different year click the year button type the new year then click OK 4 If you want to clear all the dates you have selected click Reset 5 Click OK 5 7 2 Scheduling a Recurring Item by Example 1 In an appointment task or reminder note you are scheduling click Actions gt Auto Date 2 Click the Example tab 3 Inthe Range group field specify the starting date and ending date or To specify a certain number of occurrences rather than a range specify the starting date click the End drop down list click Occurrences then specify the number of occurrences 134 GroupWise 7 Windows Client User Guide Click the Days of the Week drop
175. 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 150 GroupWise 7 Windows Client User Guide In Date Time Options you can specify a default that automatically sets an alarm each time you accept an appointment Click Tools gt Options double click Date amp Time select Appointment and or All Day Event Select a how long before the appointment and or All Day Event the alarm should notify you This section contains the following topics e Section 6 9 1 Setting an Alarm on page 151 e Section 6 9 2 Specifying How Long Before an Event the Alarm Sounds on page 151 e Section 6 9 3 Sending an Alarm to an Electronic Pager on page 152 6 9 1 Setting an Alarm Notify must be running for an alarm to sound 1 In your Mailbox or Calendar click an appointment 2 Click Actions gt Alarm Hours before io a Minutes before s g Program to launch when alarm goes off 3 Specify the number of hours or minutes before the appointment that you want the alarm to sound 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 click Actions gt Alarm then click Clear 6 9 2 Specifying How Long Before an Event th
176. ccept or Decline on the toolbar 5 5 Accepting or Declining Internet Items You can accept or decline appointments all day events and tasks that are sent from Internet enabled collaboration clients Some of these clients include Microsoft Exchange Lotus Notes and Macintosh iCal 1 Open the appointment task or reminder note 2 Click Accept or Decline on the toolbar or 132 GroupWise 7 Windows Client User Guide Click the down arrow to the right of the button to select an Accept level of availability or to select Decline with Options 3 Optional If you selected Decline with Options you can type a comment then click OK If the item is an Auto Date item click This Instance to accept or decline this single Auto Date item or click All Instances to accept or decline all instances of the Auto Date item By default a message is sent back to the sender of the item indicating the action you took In addition you can right click the Internet item and select Import Calendar This creates a new calendar and imports the item to the new calendar 5 6 Specifying a Time Zone for an Appointment 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
177. ccount Type Incoming Server Novell GroupWise def V My PO POP3 some_server com Remove V My IM IMAP4 some_other_set e Properties Set Default General Options 3 Click Properties 4 Click the tabs to find the properties you want to modify 5 Modify the properties then click OK For IMAP4 accounts if you change the account name the name of the IMAP4 folder is also changed 3 5 3 Downloading Items from POP3 and IMAP4 Accounts 1 To download items from one account click Accounts gt Send Retrieve then click the account name Working with Items in Your Mailbox 67 or To download items from all accounts in which Include this account when doing Send Retrieve on All Marked Accounts is selected in the account 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 Internet mail accounts 3 5 4 Downloading New Items from POP3 and IMAP4 Accounts Automatically 1 Click Accounts gt Account Options 2 Click General Options Internet Account General Settings General Display name Sophie Jones Send Retrieve All Marked Accounts every 3 minute s C Send Retrieve All Marked Accounts at startup Use ICAL when sending appointments via SMTP 3 To download items per
178. certain subject Archive is not available to use as an action when the triggering event is New Item or Filed Item 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 that would normally affect these items this rule action prevents the other rules from executing 186 GroupWise 7 Windows Client User Guide 7 8 2 Events That Trigger a Rule Event Result New Item 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 Filed Item 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 Open 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 Close Folder The rule is triggered when you close a spec
179. certificate from the list it is removed from your certificate database If you receive an item using that security certificate in the future it is considered unknown 12 11 Viewing Your Own Security Certificates 1 Click Tools gt Options 2 Double click Certificates 3 Click a certificate then click 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 then click Set As Default 296 GroupWise 7 Windows Client User Guide You can change the name of your security certificate by clicking Edit Properties then editing the text in the Certificate name field The certificate name is reflected in the list and is not stored in the actual certificate This is not available when using Entrust 12 12 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 can digitally sign items in your name and can 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 Click Tools gt Options 2 Double click Certif
180. cess 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 proxies 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 Managing Your Mailbox 195 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 Inan open item click Actions gt Mark Private or In your Calendar click an item in the Appointments Reminder Notes or Tasks List click Actions gt Mark Private 7 10 Saving Items in Your Mailbox This section contains the following topics e Section 7 10 1 Saving an Item to Disk or to a GroupWise Library on page 196 e Section 7 10 2 Saving Status Information on page 197 e Section 7 10 3 Saving an Unfinished Item on page 197 7 10 1 Saving an Item to Disk or to a GroupWise Library 1 In your Mailbox or Calendar click the item you want to save click File gt Save As Items to save HTML Message a HTML Message Save to Disk Saved message format Rich text RTF Save file as HTMLMessage rtf Current directory Report file name conflicts 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 Typ
181. check mark next to it indicating that it is enabled then click Close 7 8 6 Copying a Rule to Make a New Rule 1 2 3 4 5 Click Tools gt Rules Click the rule you want to copy then click Copy Type the name of the new rule Make changes to the rule Click Save 7 8 7 Editing a Rule 1 2 3 4 Click Tools gt Rules Click the rule you want to edit then click Edit Make changes to the rule Click Save 7 8 8 Deleting a Rule 1 2 Click Tools gt Rules Click the rule you want to delete click Delete then click Yes 7 8 9 Limiting Items Affected by a Rule Use Define Conditions to further limit the items affected by a rule 1 Inthe Rules dialog box click Define Conditions Click the first drop down list then click a field To learn about what the fields represent see Understanding Filter and Rule Fields on page 216 Click the operator drop down list then click an operator To learn how to use operators see Using Filter and Rule Operators on page 214 Type the criteria for the filter 190 GroupWise 7 Windows Client User Guide or If a drop down list is provided click the drop down list then click existing criteria 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 To learn more about wildcard characters and switches see Using Filter and Rule Wil
182. chronize Using Caching Mode 281 10 5 Opening a Different Version of a Document in Your Caching Mailbox 1 Click a document in your Caching Mailbox 2 Click Actions gt Version List 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 10 6 Viewing Pending Requests Whenever you perform an action that requires information to be sent from your Caching Mailbox to your Online Mailbox Group Wise creates a request that is placed in the Pending Requests list When you connect to your GroupWise 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 Request Status Date Requested Update Item Waiting to be Sent 5 25 2005 4 08 Update Item Waiting to be Sent 5 25 2005 4 08 p Update Item Waiting to be Sent 5 25 2005 4 08 p Update Item Waiting to be Sent 5 25 2005 4 09 New Mail Waiting to be Sent 5 25 2005 4 09 Update Item Waiting to be Sent 5 25 2005 4 09 Delete Waiting to be Sent 5 25 2005
183. ck Delete then click Yes 9 8 8 Specifying Your Remote Location 1 Click Accounts gt Send Retrieve gt GroupWise Options then click Configure Novell GroupWise Properties General Server Connection Advanced Signature Connecting from My Location Connecting to My Connection 111 11 111 111 1677 v Connect To Connect using Connect through my local area network LAN Connect using my modem and phone line Dial Up Networking connection to use 2 To select your remote location click the Connecting from drop down list then click the remote location 3 To change the dialing properties of your modem click Connect From specify changes in the Dialing Properties dialog box then click OK For help on specifying Dialing Properties see your Windows documentation 278 GroupWise 7 Windows Client User Guide Using Caching Mode Caching mode stores a copy of your network mailbox including your messages and other information on your local drive This allows you to 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 your work is not interrupted You should use this mode if you have enough disk space on your local drive to store yo
184. ck List Trust List Show Addresses Domains Address Domain Last Used 8 user domain com Total E mail from addresses in your Junk List will be placed in the Junk Mail folder 2 Blocking or Junking E Mail From an Internet Domain An Internet domain is the part of the e mail address that comes after the For example in the address Henry mymail com the Internet domain is mymail com 1 Right click an item then click Junk Mail 2 Click Junk Sender or Click Block Sender 3 Select Junk any e mail from this internet domain or Block any e mail from this internet domain If you select Junk the Internet domain is added to the Junk List All future e mail items from this Internet domain will be delivered to the Junk Mail folder amp You can specify that the items in this folder be automatically deleted after lt n gt days This folder is not created in the folder list unless a Junk Mail option is enabled or an address or Internet domain is added to the Junk List which enables the Junk List option 106 GroupWise 7 Windows Client User Guide If you select Block the Internet domain is added to the Block List All future e mail items from this Internet domain will not be delivered to your Mailbox Your Junk List and Block List can each include up to 1000 entries If more than 1000 entries are added the least used entries are discarded 4 Ifthe Junk List or Block List is not enabled select Enable Junk List or Enable Bl
185. click Delete Click OK NO oo fF WD To quickly alphabetize all the folders right click the Home folder then click Sort Subfolders 7 2 Using Shared Folders A shared folder is like any other folder in your Cabinet except other people have access to it and it appears in their Cabinets 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 Calendar Documents Mailbox Sent Items Checklist Contacts Cabinet Work In Progress Junk Mail Handling and Trash folders This is what the contents of a typical shared folder looks like Figure 7 3 Shared Folder View 3 Novell GroupWise Plans Home Mailbox 1 Calendar Sent Items Contacts y online x Plans 2 New Mail New Appt Address Book Filter ft Sophie Jones Home Name Subject Date Journal Q Lunch 4 26 2005 11 52 Notes Y Mailbox 1 amp Sent Items F Calendar S Contacts B Documents IV Checklist E Work In Progress gt Cabinet oi Projects Junk Mail Trash 1 Selected 1 160 GroupWise 7 Windows Client User Guide If you place a document in a shared folder people with rights to the shared folder don t automatically have rights to edit the document Before they c
186. click Delivered in the first drop down list click On or Before Date in the second drop down list in the date field select the date you are returning from vacation then click OK If you want to make sure you reply only to items that are sent specifically to you and not to list servers or newsgroups Click Define Conditions If you have already specified information in this dialog box click the End pop up list then click And On the new line click To in the first drop down list click J Contains in the second drop down list then in the next field type your name as it displays in the To field of a mail message If you want to make sure that you do not reply to items from yourself possible through delayed delivery proxies and so forth Click Define Conditions If you have already specified information in this dialog box click the End pop up list then click And On the new line click From in the first pop up list click x Does Not Contain in the second drop down list in the next field type your name as it displays in the From field of a mail message then click OK If you want to reply to internal items only Click Define Conditions If you have already specified information in this dialog box click the End pop up list then click And On the new line click From in the first drop down list click x Does Not Contain in the second drop down list in the next field type then click OK 7 Under Then actions are click Add Acti
187. cument Reference Attachments and Remote Mode You might receive an item with a document reference attachment when you are running in Remote mode When you open the attachment the document will open from your Remote Library even if the document in your Remote Library is an older version than the attachment If the document does not exist in your Remote Library you are prompted to connect now or later to your Online Mailbox to retrieve the document You can also send items with document reference attachments from Remote mode However if the document does not exist in your Remote Library any recipients who do not have sufficient rights to the document in the Master Library or who are not using an e mail product that supports Group Wise Library do not receive a copy of the document In addition if the Master Library is unavailable recipients do not receive a copy of the document If any of these conditions exist you need to attach an actual copy of the document in addition to the document reference To attach a document reference to an item 1 Open anew item 2 Fillin the To Subject and Message fields Working with Items in Your Mailbox 75 3 Right click in the Attachments box then click Attach Document Reference Mail To File Edit View Actions Tools Accounts Window Help Send J Cancel E address O K A P Send Options Mark Moulder CC To BC Subject Attach File Attach Object Attach Document R
188. cuments Selected with Find by Example on page 352 e Deleting a Group of Selected Documents on page 354 e Deleting a Group of Documents Listed in a File on page 354 Deleting a Group of Documents Selected with Find by Example 1 Click Tools gt Mass Document Operations 352 GroupWise 7 Windows Client User Guide 2 In the Operation group box click Delete Mass Document Operations Select the operation you want to perform The operation will affect all versions of a document Operation Change properties O Change sharing O Move O Copy Delete Selection method Use Find Advanced Find to select documents Use Find by Example to select documents O Use currently selected documents Use documents listed in a file 3 In the Selection method group box click Use Find by Example to select documents then click NO oo f Next Find by Example Item type Library Development Library x Document text Document number g ee Document type z Author iB Creator Subject Date created Official version Current version M Find only official document versions In the Library drop down list click the library you want to search 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 s
189. d entries When you use an address 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 After an entry is placed in Frequent Contacts it remains there until you delete it 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 Although the Frequent Contacts address book is created by GroupWise it is considered a personal address book because you can edit the information for contacts If you select the Junk Mail Handling option to only accept mail from contacts in personal address books you can receive mail from any contact in the Frequent Contacts address book 8 1 4 Personal Address Books Personal address books are marked with a icon You can create edit save and rename multiple address books for your personal use and you can share these address books with other users You can add and delete names and address information for any contact person company or resource you want in your personal address books You can also create your own information properties fields When you create a personal address book a book icon is added to the main Address Book window You can expand
190. d Empty Change to Move to Checklist Folder Move to Archive Categories Read Later Trust sender Junk sender Block sender Retrieve Selected Item s Check In Navigate Properties 3 Select Junk e mail from this address or Block e mail from this address Junk Mail Handling If you select Junk the address is added to the Junk List All future e mail items from this e mail address will be delivered to the Junk Mail folder B You can specify that the items in this folder be automatically deleted after lt n gt days This folder is not created in the folder list unless a Junk Mail option is enabled or an address or Internet domain is added to the Junk List which enables the Junk List option If you select Block the address is added to the Block List All future e mail items from this e mail address will not be delivered to your Mailbox Your Junk List and Block List can each include up to 1000 entries If more than 1000 entries are added the least used entries are discarded 4 Ifthe Junk List or Block List is not enabled select Enable Junk List or Enable Block List Working with Items in Your Mailbox 105 At any time you can click Tools gt Junk Mail Handling click Junk List or Block List then click New to add an e mail address to the Junk List or Block List Figure 3 11 Junk Mail Handling Dialog Box Showing the Junk List Tab Junk Mail Handling Settings Junk List Blo
191. d 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 This section contains the following topics Section 9 7 1 Downloading Items Rules Addresses and Documents to Your Remote Mailbox on page 268 Section 9 7 2 Sending Items in Remote Mode on page 269 Section 9 7 3 Viewing Pending Requests on page 269 Section 9 7 4 Retrieving Items That Were Not Completely Downloaded on page 270 Section 9 7 5 Using Busy Search in Remote Mode on page 270 Section 9 7 6 Filtering the System Address Book for Your Remote Mailbox on page 271 Section 9 7 7 Deleting Items from Your Remote Mailbox on page 272 Using Remote Mode 267 9 7 1 Downloading Items Rules Addresses and Documents to Your Remote Mailbox 1 If you re running GroupWise in Online mode click Tools gt Hit the Road type your Online Mailbox password select a connection phone number if prompted then click OK or If you re running GroupWise in Remote mode click Accounts gt Send Retrieve gt GroupWise Option
192. d but it simply indicates that the process has been stopped You can click Statistics at any time during the analyze fix process to add interim statistical information to the log such as how many problems have been identified and fixed so far in the process 8 Click Close then click OK when the analyze fix process is complete Managing Your Mailbox 223 9 Click Close to return to your GroupWise mailbox 7 19 4 Structural Rebuild The Structural Rebuild action of GroupWise Mailbox Maintenance forces a structural rebuild of a database in your mailbox regardless of whether problems with the database have been detected using the Analyze Fix Databases action A structural rebuild ensures that the various record containers in the database are correctly organized so that data can be successfully retrieved from them by the Group Wise client To perform a structural rebuild on your mailbox 1 Click Tools gt Repair Mailbox then click Yes 2 From the Actions drop down list select Structural Rebuild 3 On the Databases tab select on or more databases to rebuild For information about the databases see Section 7 19 1 About Your GroupWise Mailbox on page 222 4 On the Logging tab the Log File field shows that by default a file named GWCHK32 LOG is created in the GroupWise client installation directory You can specify a different filename and location You can also select Verbose Logging to record more detailed information dur
193. d calendaring software does not support ICAL they receive a mail item with the appointment information added to the message text 5 2 Sending Tasks A task is an item to be completed by a specified date and time that displays on the Calendar 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 After it is accepted a task appears on the Calendar on its start date When the due date is past the task displays in red on the Calendar When you mark a task Completed it no longer carries over to the next day on your Calendar After you finish a task you can mark it Completed As the originator of an assigned task you can have GroupWise send you notification when the task is marked Completed You must have Notify 126 GroupWise 7 Windows Client User Guide running to receive notification A Completed status including the date and time the task was marked Completed is placed in the Properties window TIP You can also create a checklist that is not associated with your Calendar In this type of checklist any item type mail appointment task reminder note phone message can be used For information see Creating a Checklist on page 95 This section contains the following topics e Section 5 2 1 Assigning a Task to Other Users on page 127 e Section 5 2 2 Assigning a Task to
194. dated lets you choose to bypass any validation errors 7 Click Finish to move the documents 13 15 6 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 if an employee leaves the company you might need to reassign all of his or her documents to another person or if a new employee joins the company you might need to give him or her 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 344 GroupWise 7 Windows Client User Guide different libraries you can modify only system fields GroupWise imposes this restriction because the libraries you select might not contain the same custom fields This section contains the following topics e Changing the Properties of a Group o
195. dcard Characters and Switches on page 214 5 Click the last drop down list then click End or Click the last drop down list then click And or Or to further limit the items affected by the rule 7 8 10 Running a Rule Manually 1 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 4 Click Run then click Close The rule actions occur after you close the Rules dialog box 7 8 11 Enabling or Disabling a Rule A rule must be enabled before it can be triggered 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 it when you need it again 1 Click Tools gt Rules Rules are executed in the order they appear in the list Drag a tule to a different position to change the order Rule list Rule Name Event Delegate New Item W Mark Private New Item Copy Delete Close un Refresh Move Up 2 Click the rule you want to enable or disable 3 Click Enable or Disable Managing Your Mailbox 191 An enabled rule has a check mark in the box 7 9 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 IMPORTANT You can proxy for a user in a different p
196. ddress 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 access Connecting through SSL requires that you have a digital certificate which enables GroupWise 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 This section contains the following topics e Section 8 4 1 Adding a Directory Service to an Address Book on page 234 e Section 8 4 2 Searching for a Person Through a Directory Service on page 235 e Section 8 4 3 Establishing a Secure Connection to a Directory Service on page 235 Section 8 4 4 Modifying the Properti
197. ded to all items that are sent If the system administrator does not require the global signature it is appended to your signature if you already use an existing signature If you don t have a signature the global signature is not added to sent items if it is not required When you resend an item the global signature is not automatically added to the message You can also have GroupWise automatically add a vCard or virtual business card to the end of messages Group Wise searches the Address Book for your user information and places it at the end of any messages you send This section contains the following topics e Understanding vCard Files on page 56 e Creating a Signature on page 56 e Adding a Signature or vCard to Items on page 57 Understanding vCard Files vCards are electronic business cards formatted according to standards set by the Internet Mail Consortium A vCard file has a vef 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 then click View Attachment For information about importing vCard information into an address book see Importing Information from a vCard on page 244 Creating a Signature
198. delivery 3 In the text box specify how many days later you want the item delivered or Select a date and time under Until Send Options Send Options Mail Appointment Task Reminder Note Security O High Priority C Expiration date Standard Priority After days Low Priority Classification C Delay delivery Normal For days C Reply requested Notify recipients MIME Encoding UROL C Convert attachments ISO Default 4 Click OK 14 2 Getting a Return Receipt for Items You Send 1 To get a return receipt for one item open an item view click the Send Options tab then click Status Tracking or 366 GroupWise 7 Windows Client User Guide To always get a return receipt for items you send click Tools gt Options double click Send then click the tab for the item type Send Options Send Options Mail Appointment Task Reminder Note Security Create a sent item to track information Delivered Delivered and opened O All information C Auto delete sent item Return notification When opened When deleted Internet mail C Enable delivery confirmation if supported 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 For more information see Section 7 5 Run
199. den from that proxy 7 9 3 Adding and Removing Proxy Names and Rights in Your Access List 1 Click Tools gt Options 2 Double click Security then click the Proxy Access tab 3 To add a user to the list type the name in the Name field then when the full name appears click Add User Managing Your Mailbox 193 4 Click a user in the Access List Security Options Password Notify Proxy Access Send Options Name Access list Name Address lt All User Access gt Adam Aphid Adam4 corporate Mike Palu mpalu corporate c Access rights for Adam Aphid Mail phone Read write Appointments Read Write Reminder notes Read Write Tasks Read Write C Subscribe to my alarms C Subscribe to my notifications C Modify options rules folders C 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 rights 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 then click Remove User 8 Click OK 7 9 4 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 acces
200. depends on the rights you have been given 1 Inthe Main Window or Calendar click File gt Proxy or Click the folder list header drop down list above the Folder List it probably displays Online or Caching to indicate what mode of GroupWise you are running in then click Proxy 2 To remove a user click the name then click Remove 3 To add a user type the name in the Name field then click OK The user s Mailbox is opened The name of the person for whom you are acting as proxy is displayed at the top of the Folder List If the user has not yet given you proxy rights in his or her Access List the name is added to the Proxy List but the user s Mailbox is not opened 4 To return to your own Mailbox click the folder list header drop down list then click your name You can work with several Mailboxes open at one time Click Window click New Main Window then 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 7 9 6 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 ac
201. der structure The folders aren t imported because documents in GroupWise 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 13 4 2 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 imported 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 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 310 GroupWise 7 Wi
202. displayed in HTML even though you have selected Plain Text for the default read view 6 Select a default font style 7 Select a default font size 8 Click OK Changing the Default Font in the HTML Compose View You can also choose a different default font for your outgoing messages 1 Click Tools gt Options 2 Double click Environment 3 Click the Views tab 4 In the Default Compose View group box select HTML if you want compose messages in HTML 5 Select a default font style 6 Select a default font size 7 Click OK 3 8 13 Viewing the Source of External Messages When you receive or send messages to and from external systems you can view the source for a message The source includes all the data that is contained in a message 1 Double click an item that you received from an external source 2 Click the Message Source tab 3 9 Changing the Encoding of an Item Many languages require different character encodings to display certain characters properly In Group Wise you can change the encoding for items that you send and receive e Section 3 9 1 Changing the Encoding for All Items You Send on page 113 e Section 3 9 2 Changing the Encoding for One Item You Are Sending on page 113 112 GroupWise 7 Windows Client User Guide e Section 3 9 3 Changing the Encoding for an HTML Item You are Reading on page 113 3 9 1 Changing the Encoding for All Items You Send 1 Click Tools gt Options then click
203. 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 search 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 158 GroupWise 7 Windows Client User Guide You can 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 The Sent Items Folder and the Task List Folder if you have them 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 tas
204. double click Send 2 Select your MIME encoding from the MIME Encoding drop down list 3 Click OK then click Close 3 9 2 Changing the Encoding for One Item You Are Sending 1 Inthe Compose window click the Send Options tab 2 Select your MIME encoding from the MIME Encoding drop down list 3 Click Send to send the item 3 9 3 Changing the Encoding for an HTML Item You are Reading 1 Double click the item you want to read 2 Right click the body of the item then click Encoding 3 Select the proper encoding for the message Currently you can only change the encoding for HTML messages that you are reading You cannot change the encoding for text messages For most HTML messages you should not need to change the encoding Working with Items in Your Mailbox 113 114 GroupWise 7 Windows Client User Guide Using GroupWise Messenger from Within GroupWise Novell GroupWise Messenger is a corporate instant messaging product that uses eDirectory for its user database You can create a Contact List send instant messages create an archive of messages allow and block others from seeing your availability and more Figure 4 1 Groupwise Messenger Main Window Q GroupWise Messenger PBS admin Online w Contact List Mark Friends 0 1 A Actions 2 Send a message 9 Send a broadcast gt Add a contact B Add a folder GroupWise Messenger options are available only if GroupWise Messenger is installed and
205. down list 214 GroupWise 7 Windows Client User Guide Operator Example Equal To Item Type Mail Not Equal To Item Type Appointment lt Less Than Number Accepted lt 4 lt Less Than or Equal To Number Accepted lt 4 gt Greater Than Number Read gt 6 gt Greater Than or Equal To Number Read gt 6 Equal to Field Number Accepted Total Recipients Number Read Number Accepted Not Equal to Field lt Less Than Field Number Opened lt Total Recipients lt Less Than or Equal to Field Number Opened lt Total Recipients gt Greater Than Field Number Opened gt Number Deleted gt Greater Than or Equal to Field Number Opened gt Number Deleted Includes Item Status Completed Does Not Include Item Status Accepted Contains From Bill x Does Not Contain From x Bill gt Begins With To gt cli Result Includes Only mail messages All item types except appointments Items in which fewer than 4 recipients accepted Items in which 4 or fewer recipients accepted Items that more than 6 recipients read Items that 6 or more recipients read Items in which the number of recipients who accepted equals the total number of recipients Items in which the number of recipients who read the 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 recipien
206. e click Store all status and error messages in a log file then specify a filename 312 GroupWise 7 Windows Client User Guide 7 Click Next Select Library Select Library Development Library Default 8 Click the library you want to store the documents in 9 Click Next Create Document References Import without displaying documents in a folder Display documents in folder Select folder for document references E Calendar Contacts 0 Documents Authored D Default Library OM Checklist Op Work In Progress M Cabinet oO Plans Of Projects OG test 10 If you want GroupWise to create document references for each document click Display documents in folder then 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 Creating and Working with Documents 313 11 Click Next Set Document Property Options Modify Default Values Use current filename as the document subject 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 specify the
207. e the El icon indicates that the item has been queued but the queue has not been uploaded After the item has been uploaded this icon indicates that status information has not been received about the item being delivered to the destination post office or transferred to the Internet Next to the Sent Items folder the 7 icon indicates that there is at least one item that has been queued but the queue has not been uploaded GroupWise 7 Windows Client User Guide Icon Description gs Appears next to an item you have sent If the item has been opened by at least one person this icon appears until all recipients have 1 opened the mail phone message or reminder note 2 accepted the appointment or 3 completed the task Appears next to an item you have sent The item couldn t be delivered to the destination post office or it failed to transfer to the Internet Appears next to an item you have sent Next to an appointment or task this icon indicates that at least one person has declined deleted the item Next to a mail message phone message or reminder note this icon indicates that at least one person has deleted the item without opening it hy One or more attachments are included with the item Ze a One or more sound annotations are included with the item or the item is a voice mail message Draft item Appears next to an item you have sent Appears next to an item you have replied to Appears next to an item you
208. e Alarm Sounds 1 Click Tools gt Options 2 Double click Date amp Time then click the Calendar tab 3 Make sure Set Alarm When Accepted is selected for appointments and or All Day Events Using Your Calendar 151 4 Specify the number of minutes before an event that you want an alarm to sound Date Time Options Calendar Busy Search Format Month Display Option Line Color Options Color Lines First of week Appointments Highlight day Reminder notes C Show week number Tasks Appointment Options Alarm Options Include myself on new appointments Set Alarm When Default alarm time Accepted hours minutes Display appointment length Duration End date and time hours TPE Default appointment length 1 0 C All Day Events _ _ Appointments 0 Work Schedule Mountain Daylight Time Start time 8 00 am o S End time 5 00pm Work days C 5 Click OK 6 9 3 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 To set up alarms to be diverted to a pager 1 Make sure Notify is running 2 Right click 9 on the Windows taskbar then click Options 152 GroupWise 7 Windows Client User Guide 3 Click the Alarms tab GroupWise Notif
209. e EA ee eee a E 17 lUsing the Nav Barsi porrer n cies sore oe eo oe oy de ie be Ae eae te et 1 7 1 Customizing the Nav Bar 0 2c ete ena Le Using the Toolbar s wave oo ee a a ch ee y 1 8 1 Customizing the Toolbar Display 0 0 0 c eee ee 1 9 Using Shoricut Keys e erten Buch otiada A pas Sy Shae meg bat ae o ep ee uine 4 1210 Eeaming More vi3 ote or et ey te BG A oe EY ER ETS Ee Pe ge es te ES ee 110 46 JONMNE Help yew teens oe alse tes ahha ste Bartels ees eae ates pei 1 10 2 GroupWise 7 Documentation Web Page 00 cece eee 1 10 3 GroupWise Cool Solutions Web Community 0 0 e eee 2 Logging in to GroupWise 2 1 Logging In to GroupWise 0 0 a e n tees 2 1 1 Logging In to Your Mailbox 1 eee 2 1 2 Logging in to Your Mailbox from Another User s Workstation 2 1 3 Logging in to Your Mailbox from a Shared Workstation 004 2 2 Assigning Passwords to Your Mailbox 000000 eee 2 2 1 LDAP Authentication si a 5 reek che ang ea Pee ae ees RS eet Lees 2 2 2 Adding Changing and Removing Your Password 000 00005 2 2 3 Bypassing Your GroupWise or LDAP Password 0 0 eee eee eee 2 2 4 Proxies and Mailbox Passwords 0 00 cece eee tees 2 2 5 Mailbox Passwords and Remote Mode 00 00 e eee eee eee 2 2 6 Mailbox Passwords and Caching Mode 0 c eee eee ee 17 19 19 19 19 20 2
210. e Find to search for your document in GroupWise and the document is found in its library the document has been indexed This section contains the following topics e Section 13 6 1 Publishing a Document to the Web on page 319 e Section 13 6 2 Unpublishing a Document from the Web on page 320 13 6 1 Publishing a Document to the Web Before you publish a document to the Web make sure you meet all of the following prerequisites e Check with your system administrator to see if GroupWise WebAccess and WebPublisher are available before attempting to publish documents e Make sure you are the author of the document or that the creator of the document has given you rights to modify the document If you do not know the name of the GroupWise WebPublisher username on your system ask your system administrator Creating and Working with Documents 319 If there is more than one GroupWise WebPublisher username make sure you have the correct username for your publishing purposes 1 Click the document reference for the document you want to publish 2 Click File gt Properties then Document 9 click the Sharing tab Document Version Sharing Activity Log Personalize O Not shared Shared with Name Share list Name Security lt Creator Access gt lt General User Access gt Denied Benny Bumblebee Rights for all versions for Benny Bumblebee D e View Edit Delete Share Modify
211. e Look In drop down list What You Can Do in the Address Selector Double click the entries you want placed in To CC or BC fields of the item you are addressing You can filter the list of entries by contacts groups and resources using the drop down list You can search the list by name first name or last name using the Match drop down list You can add and remove columns and change the column order in the list of address entries You can change the sort order of the list based on the entries in any column You can resize the Address Selector by dragging a corner of the window You can open a contact entry to view details by clicking the contact then clicking Details You can add contacts to the right pane and then create a group by clicking Save Group If you click the down arrow on the Send Group button you can select which address book the group is saved to Otherwise it is saved to the address book displayed in the Address Selector You can create new contacts using the New Contact button This button is not active if you are currently displaying the system address book To create a new contact click New Contact enter the Using the Address Book 227 contact information in the different tabs then click OK For more information see Section 7 3 Managing Contacts Through Your Mailbox on page 162 To create a routing slip in the item you are creating click Routing Slip For more information see Creating a Routed Item
212. e a filename for the item in the Save file as field or 196 GroupWise 7 Windows Client User Guide Type a subject name in the Subject field 5 To save the item in a different directory than is shown in the Current directory field click Browse then select the new directory or To save the item in a different GroupWise Library click the drop down list then 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 using default values is selected unless you want to specify document properties at this time 8 Click Save then click Close Saved items remain in your Mailbox and Calendar as well as being copied to the location you specify Items saved to disk are saved in WordPerfect format with a doc extension so that they can also be opened in Word Attachments are saved in their original format 7 10 2 Saving Status Information 1 Right click an item then click Properties 2 Click File gt Save As Group Wise gives the item a temporary filename You can change the filename and default folder to save the file 3 Click Save 7 10 3 Saving an Unfinished Item 1 Inan open item click File gt Save Draft 2 Click the folder you want to save the item to then click OK The draft message is placed in the folder you chose in Step 2 The default folder for unfinished messages
213. e available from the Show menu If you have not yet used categories they are displayed alphabetically All items that have been assigned this category will display To clear this selection click the Filter icon then click Clear Categories Figure 3 5 Main Window Showing the Categories Filter Menu ef Filter Categories he v All Categories Filter For Received Items Cat 1 Filter for Sent Items Cat 2 Filter for Posted Items Cat 3 Filter for Draft Items Cat 4 Cat 5 Cat 6 Cat 7 Cat 8 Cat 9 Cat 10 More 3 8 7 Changing the Subject of an Item You ve Received 1 Open an item from your Mailbox or Calendar 2 Click the Personalize tab 3 Type anew subject in the My Subject field 94 GroupWise 7 Windows Client User Guide Figure 3 6 Mail View Showing the Personalize Tab Mail From Mike Palu File Edit view Actions Tools Window Help MK Close Reply Gh Forward n T Mail Properties Personalize Subject Mike Palu deleted shared This personalized subject displays in your Mailbox and or Calendar and in the Mailbox and or Calendar of anyone who proxies for you If you change the subject of an item in a shared folder other users of the shared folder will see the original subject To see the original subject open the item and look in the Subject field in the item header When you create a basic filter or perform a Find with a specific word in the Subject field the filter Find results shows ite
214. e click the contact in the list so that it is added to the Selected list To delete a contact click the name in the Selected list then click Remove 9 Click OK twice to save the group 8 5 4 Viewing Group Information 1 Inthe Main Window click on the toolbar In the left pane click the address book where the group is located Click to expand the address book or g Address f Click on the toolbar in an item you are composing or Click the Contacts folder amp in the Folder list 2 Right click the group then click Details Groups are marked with the g2 icon 240 GroupWise 7 Windows Client User Guide 3 Click the Details tab Friends Frequent Contacts Summary Details Name Comments Members 4 Contacts 0 Groups 0 Resources amp Add B To Art Ramirez 8 To Charles Bolton 8 To Claudia Wong 8 To Fred Thompson x Cancel 8 5 5 Deleting a Group from a Personal Address Book 1 Inthe Main Window click on the toolbar In the left pane click the address book where the group is located Click to expand the address book 2 Right click the group then click Delete Groups are marked with the g2 icon 3 Click Yes to confirm the deletion of the group 8 6 Importing and Exporting Addresses and Address Books Use the Import and Export features in the Address Book to transfer your existing Novell and third party address books into and out of the GroupWise Address Book If your f
215. e eee 177 7 5 3 Reading an Item from Notify 0 0 eae 177 7 5 4 Sending an Alarm to an Electronic Pager 0 e eee eee 177 7 5 5 Displaying the Notify Dialog Box When You Receive Notification 178 7 5 6 Turning Off Notification 0 0 tenes 178 GroupWise 7 Windows Client User Guide 7 6 7 7 7 8 7 9 7 10 7 11 7 12 7 13 7 14 7 5 7 Setting How Often Notify Checks for New Items 0 00 0 ee eee eee 178 7 5 8 Setting Which Folders to Check for Notifications 0 0 0 0 0 0 ee 178 7 5 9 Setting How to be Notified 0 0 eae 178 7 5 10 Setting the Alarm Options 0 0 eects 179 7 5 11 Setting How to Be Notified When Outgoing Messages Change Status 179 7 5 12 Setting Notify Options for Return Status Messages 0 0000 eee 180 7 5 13 Setting How to Be Notified of Items in Your Mailbox 00005 180 7 5 14 Being Notified of Someone Else s Messages 02200 eee eeee 180 Archiving the Items in Your Mailbox 0 00 0 tees 181 7 6 1 Archiving an Item in Your Mailbox 2 0 0 0 cee eee 182 7 6 2 Viewing Archived Items 1 0 0 0 a aa E a a E E E 182 7 6 3 Un archiving tems sisi warsi eee eee eee A EE 182 7 6 4 Archiving Items Automatically aaua auaa 182 Printing Items in Your Mailbox 2 00 cette eee 183 7 7 4 Printing GroupWise Items 00 000 ccc eee 184 7 7 2 Printing Status Informati
216. e information in a contact record for example department middle name title and so forth You can also filter by the post office domain or Internet domain of the contact If your Contacts folder shows contacts from the Frequent Contacts address book you can filter by Last Reference the last date you received an item from this contact and Reference Count the total number of times you have received items from this contact 7 18 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 forth 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 This section contains the following topics e Section 7 18 1 Changing Columns in Your Mailbox on page 220 e Section 7 18 2 Sorting Items in Your Mailbox by Column on page 221 7 18 1 Changing Columns in Your Mailbox 1 Inthe Main Window open the folder you want to change column settings for 2 To remove a column drag the column heading off the column bar 3 To change the order of a column right click a column heading click More columns click a column name in the Selected columns
217. e not updated This section contains the following topics e Copying a Group of Documents Selected with Find by Example on page 339 e Copying a Group of Selected Documents on page 340 e Copying a Group of Documents Listed in a File on page 341 338 GroupWise 7 Windows Client User Guide Copying a Group of Documents Selected with Find by Example 1 Click Tools gt Mass Document Operations Mass Document Operations Select the operation you want to perform The operation will affect all versions of a document Operation Change properties O Change sharing O Move O Copy O Delete Selection method Use Find Advanced Find to select documents O Use Find by Example to select documents O Use currently selected documents Use documents listed in a file 2 Inthe Operation group box click Copy 3 In the Selection method group box click Use Find by Example to select documents then click Next Find by Example Item type Library Development Library x Document text Document number Subject Document type Author Creator Date created Official version Current version Find only official document versions 4 Inthe Library drop down list click the library you want to search 5 Ineach field specify the information you want to look for 6 Click Next Creating and Working with Documents 339 7 Inthe Select library
218. e 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 2006 you could enter the following formula tue after nov 6 2006 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 Scheduling Group and Posted Items 139 For example to schedule an appointment on the 15th day of each month in the year 2006 but only if the 15th falls on a Tuesday or Thursday enter the following formula 15 2006 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 2006 except for Tuesdays and Thursdays you could use the following formula jan 2006 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 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 su
219. e over your appointment 122 GroupWise 7 Windows Client User Guide Posted appointments are placed in your Calendar on the date you specify They are not placed in your Mailbox or in any other user s Mailbox 1 On the toolbar click the arrow on the E New appt button then click Posted Appointment Posted Appointment File Edit View Actions Tools Accounts Window Help Post 3 Cancel Al 4 1 ak r A A AA y Spell C gt Appointment Options Subject neonne Place my offie Start date 3 00pm F All Day Event Duration Hor o Busy Please bring any concerns you may have to our One on One Account Novell GroupWise Folder Calendar or In your Calendar open a view with an Appointments List click a date then double click a time in the Appointments List 2 Optional Type a subject and a place if necessary 3 Specify the start date or Click to specify a date or auto date for your appointment or Select All Day Event for an all day event 4 Specify a start time and duration Duration can be in minutes hours or days 5 Specify how you want the appointment to appear as Appointments can appear as Free Tentative Busy or Out of the Office 6 Optional Type a message Scheduling Group and Posted Items 123 You can specify many options such as making this appointment a high priority and more by clicking the Options tab 7 Optional Specify a Show Appointment As type by clicking Ac
220. e password you create affects only your Remote Mailbox For example if you are running Remote mode at home and you create a password in Security Options the password you create affects only your Remote Mailbox The password does not affect your Online Mailbox at the office Changing Your Online Mailbox Password from Remote Mode If your system administrator has turned on LDAP authentication and has disabled changing your LDAP password in GroupWise you might need to change your password using a different application Contact your system administrator for more information 1 Click Accounts gt Account Options then select your GroupWise account 2 Click Properties then click Server 3 Change the password in the Online mailbox password field 4 Click OK 2 2 6 Mailbox Passwords and Caching Mode 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 only your Caching Mailbox For example if you are running in Caching mode and you create a password in Security Options the password you create only affects your Caching Mailbox The password does not affect your Online Mailbox Changing Your Online Mailbox Password from Caching Mode If your system administrator has turned on LDAP authentication and has disabled changing your LDAP password in GroupWise you might need to change your password using a different application Contac
221. e processes only the documents that generated errors during that session Specify new values for any of the document properties fields then click Next 6 Click Preview to see a sample of the documents that will be modified based on the Find criteria you specified Creating and Working with Documents 347 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 Errors To Be Created or Updated lets you choose to bypass any validation errors 8 Click Finish to change document properties 13 15 7 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 This section contains the following topics e Modifying the Existing Share List on page 348 Replacing a
222. e sure Notify is running Right click on the Windows taskbar then click Options Click the Return Status tab Deselect Use same settings for all types Click the Settings for drop down list then click the item type you want to make selections for Click how you want to be notified for different status changes of that item type Click OK NO oO Ff WD a 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 Managing Your Mailbox 179 7 5 12 Setting Notify Options for Return Status Messages Make sure Notify is running Right click ED on the Windows taskbar then click Options Click the Return Status tab kh OO N Select the type of item that you want to set notification for or Select Use same setting for all types to use the same settings for all types of items 5 Select the following options for items when opened when accepted when completed and when deleted 5a Select if you want the Notify pop up dialog box to display 5b Select if you want to play a sound If you select to play a sound click the folder to browse to the sound you want Notify to play 5c Select if you want Notify to launch a program when notifying you 6 Click OK 7 5 13 Setting How to Be Notified of Items in Your Mailbox Make sure Notify is running Right click ED on the Windows taskbar then cl
223. e window click Font gt Font Font Font style Regua a Em Terminal Italic F O Times New Roman Bold Times New Roman M1 Bold Italic O Trebuchet MS Tunga O Verdana Effects Sample C Strikeout C Underline pesbwyze Color L Black v Script Westem v 3 Click a font and a font style 4 Click a size 5 Click any other options you want to change then click OK To change the default Read view font style and size click Tools gt Options then double click Environment Click the Views tab then select the default Read view as Plain Text Select a font style and a font size Select if you want to force the font style and font size then click OK 3 8 3 Replying to Items You Receive 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 Working with Items in Your Mailbox 87 This section contains the following topics e Replying to an Item on page 88 Replying to an Item in a Shared Folder on page 88 Replying to an Item 1 Open the item you want to reply to 2 Click Reply on the toolbar Options Reply to sender Reply to all sender and recipients Include messa
224. e word in the rest of the message or Click Add to Word List to add the word to your word list Disabling Quick Speller 1 Right click the misspelled word in the Subject or Message field 2 Click Disable Quick Speller To re enable Quick Speller right click in the Subject or Message field then click Enable Quick Speller Spell Checking an Item with Spell Checker 1 Click the Subject or Message field or Select the text to spell check 58 GroupWise 7 Windows Client User Guide 2 Click Tools gt Spell Check Writing Tools Spell Checker Replace with AAAS Replacements PPT Skip Always abas Ef AFAM B afar Add to wT61US UWL _ Check s elected Text x 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 then click Replace To make your own corrections edit the word in the Replace with field then click Replace Skip Once Skips the word one time Spell Checker stops the next time it encounters the word Skip Always Skips every occurrence of the word througho
225. ea a Pla aa id p E aada i e i 77 3 6 5 Opening Attached Files 0 0 0 eects 78 Managing Sent tems crias tae te ee te ei dae bd Se eit te ee ae ea 78 3 7 1 Confirming Delivery of Items You ve Sent 00 0000 e eee eee 78 3 7 2 Displaying Sent Items 0 0 2 eee 79 3 7 3 Resending tems itn nf ee fot tek Win ied ak tae a Gee eee Ae 79 3 7 4 Retracting Items You ve Sent 0 0 0 eee eae 80 3 7 5 Checking the Status of Your Items 6 0 0 0 anaua auauna 80 3 7 6 Receiving Notification About Items You Send 0 0 0c eee eee 81 3 7 7 Requesting a Reply for Items You Send 0 00 00 eee 82 3 7 8 Changing the Subject of a Sent Item 6 eee 82 Managing Received Items 0 0 ccs 84 3 8 1 Reading Items You Receive 1 2 0 2 teens 84 3 8 2 Changing the Font of Items You Receive 0 cece eee 87 3 8 3 Replying to Items You Receive 0 teas 87 3 8 4 Forwarding Items to Other Users 1 0 0 cece teas 89 3 8 5 Printing tems si 0 csis eae ok ee BE ea bios ie Oe Seba ee ee te 90 3 8 6 Using Categories to Organize Items 0 0 ee eee 90 3 8 7 Changing the Subject of an Item You ve Received 2 00 eee eee eee 94 3 8 8 Creating a Checklista soi Gatti E ai tig Hea eee eles eee AES 95 GroupWise 7 Windows Client User Guide 3 8 9 Delegating tems gsi ees oe eres lk Se cece aS cde ha Sete 100 3 8 10 Handling Unwanted Mail 0 0 eects 101 3 8 11 Ch
226. earches 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 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 address 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 Section 8 4 Using LDAP in the Address Book on page 234 This section contains the following topics e Section 8 3 1 Searching for User Resource Organization and Group Addresses on page 233 232 GroupWise 7 Windows Client User Guide e Section 8 3 2 Using Filters to Narrow an Address Search on page 233 e Section 8 3 3 Defining Name Completion Search Order on page 233 8 3 1 Searching for User Resource Organization and Group Addresses EEEIEE 1 Inthe Main Window click A Ai on the toolbar or Click on the toolbar in an item you are composing 2 Select the address book where you want to search for addresses 3 Begin typing what you are searching for Name Completion completes the name 8 3 2 Using Filters to Narrow an Address Search 1 Inthe Main Window click on the toolbar 2 Click View gt Define Custom Filter Building a Filter Find entries where Last Name begins with lt anything gt N
227. eate or open are added to the Documents folder if you so specify any document references you view or import are also 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 is deleted The Documents folder contains by default your 20 most recent document references You can change this number from 0 to 5000 document references After the maximum number is reached the oldest document reference is deleted You can also delete document references from the Documents folder manually Deleting a document reference does not affect the document itself Creating and Working with Documents 307 Find Results Folders The Documents folder has two Find Results folders The Authored folder contains document references for all the documents for which you are the author Figure 13 3 Mailbox View Novell GroupWise Caching Mailbox Mellleerey Calendar Sent Tterns Contacts caching x Maboxs New Mal CB New Appt Address Book Fiter E Cabinet From Subject Date Plans Sophie Jones Core Team Meeting 1 16 2003 9 00 am ec i Sophie Jones Lunch Meeting 1 17 2003 12 30 pm re Sophie Jones News from Payroll 1 22 2003 5 12 pm Alfons Skoczylas What s a good time 5 14 2003 4 43 pm
228. ected You are automatically subscribed to alarms and notification for yourself If you deselect Subscribe to alarms and Subscribe to notification for yourself you no longer receive alarms and notifications You need to repeat the steps in this topic for your username 7 Click OK 7 6 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 You can view archived items whenever you need to You can also unarchive any archived item When you archive an item you have sent you cannot track the status of that item The system administrator might specify that your items are archived automatically on a regular basis Automatic archiving occurs every time the GroupWise client is opened Items are archived from the mailbox the user is currently using This means if you are in Archive Mode items are archived from your archive mailbox and if you are in Online Mode items are archived from your online mailbox When you move an item to a folder it is not archived Items in all folders are affected by the Clean Up options you specify in Environment Options and by any archiving or cleanup options your administrator specifies Managing Your Mailbox 181 This section contains the following topics e Section 7 6 1
229. ed 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 the icon appears See Adding and Removing Proxy Names and Rights in Your Access List on page 193 To exclude a username or resource from the search without deleting it click the Available Times tab then 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 5 Click Auto Select to select the first available meeting time then 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 then click OK to transfer the users resources and selected time and duration back to the appointment you were scheduling Scheduling Group and Posted Items 125 or Click the Available Times tab to see possible meeting times click a time to select it then click OK to transfer the users resources and selected time and duration back to the appointment you were scheduling 6 Toremove auser or resource
230. ee 148 6 5 1 Printing Your Calendar Task List or Reminder Note List 148 6 5 2 Printing the Calendars of Multiple Users 0 0 cee eee eee 149 6 6 Changing the First Day of the Week in Your Calendar 0 0 0 c eee eee eee 150 6 7 Viewing a Different Date in the Calendar 0 00 ccc nee 150 6 8 Viewing All Day Events in the Calendar 0 0 0 cece tenes 150 6 9 Setting Alarms for Calendar Items 0 0 cette ee 150 6 9 1 Setting an Alass ars efra Ad EOE bbe Pee ort Peay retard 151 6 9 2 Specifying How Long Before an Event the Alarm Sounds 151 6 9 3 Sending an Alarm to an Electronic Pager 0 0 cece eee 152 Managing Your Mailbox 155 7 1 Using the Folder Hist z sje sean tao ta de Pee tie O nd ae eee Ferg hd we eee 155 7 1 1 Displaying the Full Folder List or Simple Folder List 157 7 1 2 Renaming Folders 0 000 cece teenies 157 7 1 3 Deleting Folders as 2 5 305 os Hoc es i aad Be ee he pas 157 7 14 Creating a Personal Folder 0 0 ccc teens 157 7 1 5 Creating a Shared Folder 0 220 022500 Drek see te Ba eee ie eee ee 158 7 1 6 Moving or Linking an Item to Another Folder 00 00 e eee eee 158 7 1 7 Understanding Find Results Folders 0 cece eee ete eee 158 7 1 8 Changing or Deleting Folder Display Settings 0 00 0 160 7 2 Using Shared Fold rS itune cai behind Pee ae
231. eee eee Checking If the Digital Signature of an Item Was Verified 0 00000 eee eee Viewing Security Certificates You Have Received and Changing the Trust Viewing Your Own Security Certificates 2 0 ae Importing or Exporting Security Certificates 0 2 eee 13 Creating and Working with Documents 13 1 13 2 Managing Your Documents in GroupWise 0 0 0 0 cette 13 1 1 Storing Documents in Libraries 0 0 eee 13 1 2 Understanding Document References 00 eee eee 13 1 3 Specifying Document Properties 0 0 0 eee Creating Document 2 5 62244 ane nae Leta bebe eb ae Ee ep wee gba Be nae else 13 2 1 Creating a Document Using an Application s Template 0 12 GroupWise 7 Windows Client User Guide 279 280 280 281 281 282 282 282 283 283 284 285 285 285 286 286 287 287 287 288 288 288 289 289 291 291 292 293 293 294 294 296 296 296 297 13 3 13 4 13 5 13 6 13 7 13 8 13 9 13 10 13 11 13 12 13 13 13 14 13 15 13 2 2 Creating a Document Using a GroupWise Template 00 305 13 2 3 Creating a Document Using a File as a Template 0 000000 eee 305 13 2 4 Making Any Documenta Template 0 cece ee 306 13 2 5 Creating a Reference to a Document 0 000 307 Organizing Your Documents 0 0 cee ent ee 307 13 3 1 Specifying When Document Refer
232. eference Account Novell GroupWise 4 The Select Document dialog box displays Select Document Folders Available Documents g Mark Moulder Home Al From Subject B Journal ai em LELA Notes Sent Items PS Calendar Wi Checklist Contacts E Work In Progress lt LEE Library Document Version PRY 3 1 LIB1 Default Current v 5 In the Library drop down list click the library that contains the document you want to attach 6 Inthe Document field type the document number If you don t know the number of the document click Find to locate the document in the library To attach a document displayed in the Find Results dialog box click the document then click OK 7 Inthe Version drop down list click which version you want to attach If you select Specific Version type the version number in the Version field 8 Click OK 9 Click Send on the toolbar 76 GroupWise 7 Windows Client User Guide 3 6 3 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 Group Wise for Windows For example a GroupWise for Macintosh recipient cannot view embedded OLE objects 1 Open and address an item 2 Click File gt Attachments gt Attach Object Insert Object Gira line Create New Adobe Acrobat Document _ Ea Authorable Button Create from File Bitmap Image O
233. emote 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 Remote or Caching mode This section contains the following topics e Section 13 16 1 Enabling Document Echoing on page 355 e Section 13 16 2 Deleting Unneeded Documents from Your Remote Library on page 356 13 16 1 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 1 In Online mode click Tools gt Options then double click Documents 2 Click the General tab Documents Setup Library Configuration Integrations General Document echoing Document echoing copies the documents you edit to your GroupWise Remote Caching Mailbox This makes it possible for you to open and edit these documents when your GroupWise post office is unavailable Do not echo documents 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 whic
234. ems from Internet mail accounts Using POP3 and IMAP4 Accounts in Online Mode If the Accounts menu is not available in your Online Mailbox your system administrator has specified that POP3 and IMAP4 accounts cannot be used in Online mode Using POP3 and IMAP4 Accounts in Remote and Caching Modes While you are using Remote mode you can check Internet mail accounts without connecting to Group Wise The Accounts menu is always available in Remote mode If you are using Group Wise in either Remote mode or Caching mode you have the option of not uploading a POP3 or IMAP4 account to your Online Mailbox To make sure you don t upload click Accounts gt Account Options select an account click Properties then uncheck Upload this account to the GroupWise Online Mailbox Storing Items on the IMAP4 or POP3 Server 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 Understanding IMAP4 Accounts When you add an IMAP4 account the folder you see in GroupWise represents the folder on your IMAP4 server Any actions in the GroupWise folder such as creating or deleting are performed on the IMAP4 server as well When you delete an item it is marked for deletion on the IMAP4 server To remove the item you need to purge it You can download only the subject header of an
235. ences Are Added to the Documents Folder 308 13 3 2 Changing the Maximum Number of References in the Documents Folder 309 Importing Documents into a GroupWise Library 0 00 cee ee 310 13 4 1 Specifying Files to Import 1 tee 310 13 4 2 Choosing an Import Method 0 cece 310 13 4 3 Importing Documents Using Quick Import 0 0 0 auauna 311 13 4 4 Importing Documents Using Custom Import 0 0 00 eee eee 312 Sharing Documents siege piesa bree eee ee ee ie wae pee eee ee ene 314 13 5 1 Specifying Users Who Can Share the Document 0 00 2 eee 315 13 5 2 Specifying Default Sharing Rights for Documents 020 eee ee 315 13 5 3 Specifying Users Rights to the Document 0 0 0 0 eee eee 316 13 5 4 Giving a User Rights for All Document Versions 0 0000 eee 316 13 5 5 Giving a User Rights to a Specific Document Version 0005 317 13 5 6 Giving Users Rights to Modify the Sharing Settings fora Document 317 13 5 7 Preventing Other Users from Accessing Your Document 318 Publishing Documents to the Web with WebPublisher 0 000 c eee eeae 318 13 6 1 Publishing a Document to the Web 1 0 cee ee 319 13 6 2 Unpublishing a Document from the Web 0 0 00 eee ee 320 Viewing the History of a Document 0 0 cee 321 13 7 1 Viewing the Activity Log for Deleted Documents
236. ent Properties until the system administrator adds that custom field to the destination library This section contains the following topics Notifying Authors and Users of Moved Documents on page 342 e Moving a Group of Documents Selected with Find by Example on page 342 e Moving a Group of Selected Documents on page 343 e Moving a Group Documents in a File on page 344 Creating and Working with Documents 341 Notifying Authors and Users of Moved Documents When the move is complete GroupWise sends a message to you that contains a list of all the moved documents In addition GroupWise sends a message to the author of each moved document that shows the document s new location If a user is the author of multiple moved documents the message contains a list of all 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 Group Wise 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 1 Click Tools gt Mass Document Operations 2 Inthe Operation grou
237. ent 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 This section contains the following topics e Section 13 14 1 Creating a New Version of a Document on page 334 e Section 13 14 2 Viewing Version Information for a Document on page 335 e Section 13 14 3 Specifying the Official Version of a Document on page 335 13 14 1 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 New Version Version description open document now 334 GroupWise 7 Windows Client User Guide 3 Type a description for this version of the document then click OK The selected version and its properties are copied to a new version 13 14 2 Viewing Version Information for a Document 1 Click the document reference in your Mailbox 2 Click File gt Properties then click the Version tab Document 11 Document Version Sharing Activity Log Personalize Version 1 Description Status Available Crea
238. ent type click Properties after you type the subject 6 Click OK 13 2 4 Making Any Document a Template All documents with the document type Template appear in the Templates list in the New Documents dialog box 1 Click the document reference in your Mailbox 2 Click File gt Properties 3 Inthe Document type field type template then click OK 306 GroupWise 7 Windows Client User Guide 13 2 5 Creating a Reference to a Document If a document already exists in the library you can create a reference for it in your Mailbox 1 Click File gt New gt Document Reference Select Document Folders Available Documents g Mark Moulder Home From B Jounal EM Notes Sent Items a Calendar V Checklist E Contacts E7 Work In Progres gt Library PRV3 1 LIB1 Default v _ Document 2 Inthe Library drop down list click the library that contains the document you want to access 3 Inthe Document field type the document number If you 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 Inthe Version drop down list click the version you want the document reference to point to 5 Click OK 13 3 Organizing Your Documents Your document references are organized in the Documents folder so you can locate them easily Any document references you cr
239. ents 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 338 This section contains the following topics e Section 13 11 1 Copying a Document on page 330 e Section 13 11 2 Copying a Document to Another Library on page 330 13 11 1 Copying a Document 1 Click a document reference in your Mailbox 2 Click Actions gt Copy Document Copy Document Select library to copy to Development Library v Manually set properties for each document Automatically set properties using default values 3 Select the method you want to use for creating document properties 4 Click OK 13 11 2 Copying a Document to Another Library 1 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 then click OK The information in the system fields Document Type Author and Document Subject is copied with the document to the new library 330 GroupWise 7 Windows Client User Guide 13 12 Saving Documents Group Wise Library provides a secure location for you to save your documents If
240. ents of one item open an item view then click the Send Options tab or To notify the recipients of all items you send click Tools gt Options gt double click Send 2 Click Notify Recipients Users are automatically subscribed to Notify in Options If they have deselected to receive alarms and notifications they cannot be notified of messages you send For more information see To receive notification for another user or resource 3 Click OK 64 GroupWise 7 Windows Client User Guide 3 5 Downloading POP3 and IMAP4 Accounts to GroupWise 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 GroupWise Adding POP3 and IMAP4 Accounts to GroupWise Before you add a POP3 or IMAP4 account to GroupWise you need to know the type of mail server being used POP3 or IMAP4 your account name and password and the name of the incoming and outgoing mail servers You can get this information from your Internet Service Provider or LAN administrator Microsoft Secure Password Authentication is supported for accessing Exchange servers and MSN accounts Configuring POP3 and IMAP4 Accounts 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 it
241. er 4 Click OK 14 15 Setting the Message Attachment Behavior 1 Click Tools gt Options then double click Environment 2 Click the Default Actions tab 3 Select if you want to Open in a new window or View in existing window 4 Click OK 14 16 Setting the QuickViewer Default Behavior 1 Click Tools gt Options then double click Environment 2 Click the Default Actions tab 3 Select if you want the Quick Viewer to display on All folders Selected folders or Prompt 4 Click OK 14 17 Allowing Offline Send Receive 1 Click Tools gt Options then double click Environment 2 Click the Default Actions tab 3 Select your allow level for Offline Send Receive 4 Click OK Customizing GroupWise 373 14 18 Displaying HTML External Images When you receive an HTML message from an external address the images are blocked by default for security reasons To display the images in the message click the message that reads Group Wise has prevented images on this page from displaying Click here to display images To set your default setting for external HTML images 1 Click Tools gt Options then double click Environment 2 Click the Default Actions tab 3 Select if you want to Always show warning Never show warning or Check Frequent Contacts If you select Check Frequent Contacts images display from senders in your Frequent Contacts address book but warns you for everyone else 4 Click OK 14 19 Setting Your Defaul
242. erator 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 Scheduling Group and Posted Items 137 Function Priority A blank space high priority And 1 Plus or Minus or To or Every Starting Every Ending Before On Before After On After Near Near After Oror Not or N DOD Oo aA aaa amp abenn amp koa A A Ww DY DN And or amp low priority And e 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 jul aug Now examine the following formula tue thu jul aug This formula would schedule all Tuesdays all Thursdays in the month of July and all days in the months
243. ery allows you send an item at a different time than when you composed the item 1 From the new item window click the Send Options tab 2 Select Delay Delivery 3 Specify the number of days to wait unitl delivery or Specify the date and time to use for delivery 4 Click Send 3 2 9 Using Custom Views Custom views make it possible to create an e mail template then save that template to use again This is helpful when you want to frequently send an e mail that has certain text or certain appearance You can create an e mail message with your desired look and feel then save that e mail message as a custom view Saving a Custom View 1 Click to create a new e mail message 2 Optional Type the subject of the e mail message in the Subject field 3 Type the message of the e mail in the Message field 4 Click File gt Save View By default a custom view is saved in the C Novel1 Groupwise directory Custom view files have a vew file extension Opening a Custom View 1 Click the down arrow next to the New Mail icon 2 Select the custom view file you saved earlier The custom view opens displaying the information you entered when you saved the custom view file 3 Added any additional information as needed then click Send Working with Items in Your Mailbox 61 3 3 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
244. es General Options Newsgroups 3 Click a newsgroup or Type a search term click Search click a newsgroup then click Subscribe To unsubscribe to a newsgroup repeat Step 1 and 2 click the Subscribed tab click a newsgroup click Unsubscribe then click Yes 11 4 Posting a New Discussion to a Newsgroup Right click the newsgroup then click New Discussion Type a subject Type a message A O Na 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 on the toolbar You cannot retract an item posted to a newsgroup If there is a problem posting an item to a newsgroup for example the NNTP server reports an out of disk space error your message is saved in your Work in Progress folder so that you can try to post it again later 11 5 Replying to a Message in a Newsgroup 1 Right click the item in the Item List then click Reply 2 Click a Reply option For more information about each option click 2 then click an option 3 Click OK 4 Type a reply 5 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 Using Newsgroups 285 6 Click OK 7 Click Post on the toolbar You cannot retract an item posted to a newsgroup If there is a p
245. es 0 ee eee 246 8 8 Printing Labels and Lists from the Address Book 0 00000 eee eee eee 247 8 8 1 Printing abel Sti rerin a 2h dances esate ty oe arg de PE a ede cee eae ait 247 8 8 2 Printing Lists is atei see basa eens weer ee nE pa hea wlag ne he rate ee tiew his 248 8 9 Using the Address Selector and Address Book to Send Messages 249 8 9 1 Using the Address Selector to Address an Item 0 00 0 c eee eee 249 8 9 2 Sending Mail from the Address Book 0 c cece eee 250 8 10 Using Frequent Contacts 0 0 0 etna 250 8 10 1 Using Frequent Contacts to Address Items 0 00 00 eee eee 251 8 10 2 Setting Frequent Contacts Options 0 0 ee ee 251 8 10 3 Using Predefined Filters for the Frequent Contacts Address Book 252 8 11 Creating Personal Address BOokS 0 0 eect teeta 252 8 11 1 Creating a Personal Address Book 1 1 0 0 cece ete 253 8 11 2 Deleting a Personal Address Book 00000 cece eee 253 8 11 3 Editing a Personal Address Book 0 00 auauna 254 8 11 4 Synchronizing Address Book Entries sussa aaaea 256 8 12 Setting Personal Address Book Properties 0 0 cee eee 256 8 12 1 Viewing an Address Book s Properties 0 0 0 0 00 cece eee ees 257 8 12 2 Sharing an Address Book with Another User 0 0000 eee eee 258 8 13 Viewing Groups Organizations or Resources in the Address Book
246. es of a Directory Service on page 236 Section 8 4 5 Specifying the Search Criteria a Directory Service Uses on page 236 Section 8 4 6 Changing the Length of Time a Directory Service Searches on page 236 8 4 1 Adding a Directory Service to an Address Book 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 or system administrator In the Main Window click Caress Book on the toolbar In the left pane click LDAP Address Book In the right pane click Directories then click Add a Aa O N Follow the prompts When you specify the server address you can specify an IP address or Internet domain name 6 Click Finish 234 GroupWise 7 Windows Client User Guide 7 Ifyou are adding a directory service to search for security certificates the directory service must be set as the default Click the directory service account you just added then click Set as Default 8 Click Close 8 4 2 Searching for a Person Through a Directory Service 1 Inthe Main Window click Ma 2 Click the LDAP Address Book on the toolbar lt Address Book File Edit View Help Action v Online 3 Novell LDAP Address Book Name Completion Position Not searched E A Novell Groupwise Ac By ERE Look in x Frequent Contacts Sophie Jones Clear All E Mail Address 3 Select a directory service from the L
247. esources 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 5 To add or modify a description for the address book click in the Description field then type or edit the description Using the Address Book 257 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 8 12 2 Sharing an Address Book with Another User ELAren 1 In the Main Window click on the toolbar 2 Right click the address book you want to share then click Sharing If the address book is not visible you must open it by clicking File gt Open Book 3 Click the Shared with radio button 4 Type the name of the person with whom you want to share the address book then click Add User If you do not know the name of the person click E You cannot share address books across external domains 5 Click each user s name in the Share List then assign him or her Access rights in the Access group box Friends Properties General Sharing O Not shared Shared with Share list Name Status Access Mike Palu Pending Read Only m E Access for Mike Palu Readony All read 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
248. ess Book on page 256 7 3 5 Changing the Address Book for the Contacts Folder 1 Right click the Contacts folder 2 Click Properties Contacts Properties General Display J oo Type Contacts Owner Sophie Jones Contains 3 Contacts 1 Groups 1 Resources 1 Organizations Address Book Frequent Contacts Description 3 Click the address book name from the Address Book drop down list 4 Click OK 7 3 6 Sending a Mail Message from a Contact 1 From the Full Folder List click the Contacts folder To access the Full Folder List click the folder list header drop down list above the Folder List it probably displays Online or Caching to indicate what mode of GroupWise you are running in then click Full Folder List 2 Double click a contact Managing Your Mailbox 169 3 On the Summary tab click the e mail address you want to send a message to Flavian Haughey Novell GroupWise Address Book Summary Contact Office Comments Advanced Certificate Flavian Haughey Office Information Email Addresses Office Address fhaughey corporate com Instant Messaging Home Address Phone Numbers Other You can also double click an e mail address on the Contact tab 4 Type a subject and message in the mail message that opens 5 Click Send on the toolbar 7 3 7 Changing the Display Name of a Contact The display name is the name that displays when you begin typing in the To or BC
249. est You can click Stop Query at any time to stop the query 3 Select an item or multiple items then click Archive 4 Repeat Steps 2 and 3 until the storage size is below the limit set by your GroupWise administrator 7 5 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 B 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 Notification Method What Happens Notify Icon on the An envelope appears over the Notify icon in the taskbar when you receive Windows Taskbar a new item or alarm If the Notify icon doesn t appear on the taskbar Notify is not running Notify Sound Notify plays a system beep or sound file when you receive an item When you receive an alarm the sound plays once every five minutes until you clear the alarm from the Notification List 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 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 n
250. etion Position 1 4 Novell GroupWise Ac E Novell LDAP Addres 5 Frequent Contacts Mike Palu as askoczyl c aramirez corporate com 11010 Development cwong corporate com x11003 Development EddieE corporate com 3 Jason Stevens jstevens corporate com 11022 Development 3 Joe Pangilinan ipangilinan corporate com x11000 Development Khuang corporate com x11017 Development mbamard corporate com x11015 Development Mmpalu corporate com 11002 Development 8 tmcomber nov mcomber novell com 3 Samantha Murphy smurphy corporate com 11016 Development 3 Sophie Jones sjones corporate com 11006 Development 2 Click an address book 3 Ctrl click the users you want to send mail to 4 Click File gt Mail Message 8 10 Using Frequent Contacts Use the Frequent Contacts address book to access your most frequently used or most recently used entries When you use an address 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 After an entry is placed in Frequent Contacts it remains there until you delete it 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 250 G
251. etting Started GroupWise is a robust dependable messaging and collaboration system that connects you to your universal mailbox anytime and anywhere This section gives you an overview of the GroupWise client to help you start using GroupWise quickly and easily e Section 1 1 Starting the GroupWise Client on page 19 e Section 1 2 Getting Acquainted with the Main GroupWise Window on page 20 e Section 1 3 Understanding the Home View on page 28 e Section 1 4 Using Different GroupWise Modes Online Caching and Remote on page 29 Section 1 5 Understanding Your Mailbox on page 30 e Section 1 6 Using Panels on page 36 Section 1 7 Using the Nav Bar on page 38 Section 1 8 Using the Toolbar on page 38 Section 1 9 Using Shortcut Keys on page 40 Section 1 10 Learning More on page 42 1 1 Starting the GroupWise Client To begin using GroupWise you or your system administrator must install GroupWise on your computer Your system administrator might prompt you to install GroupWise by using ZENworks This section contains the following topics e Section 1 1 1 Running the Setup Program on page 19 e Section 1 1 2 Starting GroupWise 7 on page 19 1 1 1 Running the Setup Program 1 If you are not automatically prompted to install GroupWise contact your system administrator to find out the location of the GroupWise client Setup program setup exe
252. ew the users schedules 146 GroupWise 7 Windows Client User Guide 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 You can modify the Multi User List associated with this Multi User view You can also create additional Multi User views 6 4 2 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 Section 7 9 Giving Other People Access to Your Mailbox on page 192 1 Click Calendar in the Nav Bar then click al on the Calendar toolbar If you have created additional Multi User views the button may look like w 2 Right click in the Multi User view then click Multi User List or Click the arrow to the right of al then click Add or Remove Users 3 To adda user or resource click 1E double click a name then click OK 4 To delete a user or resource click the name then click Remove User or To delete all the names in the list click Edit then click Remove All 5 To change the order of the names in the list click a name then 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 6 To remove a user or resource calendar from the Multi User view without deleting the name from
253. f Calendar y amp Selected 1 2 To arrange the items in the order you want drag them to the position you want 96 GroupWise 7 Windows Client User Guide 3 To assign a due date and a numerical position order in the Checklist to an item open the item and add this information on the Checklist tab Mail From Sophie Jones File Edit view Actions Tools Window Help 3 Close E Reply La Forward we ch co E Properties Personalize Checklist Order 2 B Move to Botton C Completed Due on Subject test You can also create a checklist area in another folder and drag items to the area After items are in a checklist area of any folder they will also display in the master Checklist folder even though they are still located in the original folder Creating a New Item in the Checklist Folder 1 Click the Checklist folder lt gt NewMail 2 Ifno items exist in the Checklist folder click the down arrow on the newman z icon then click Posted Message Type a subject and message then click Post on the toolbar Skip to Step 6 or If items already exist in the Checklist folder follow Steps 3 5 below 3 Click the position in the checklist where you want to add a new item For example if you want the item to be first in the checklist click the first item 4 Begin typing the subject text Working with Items in Your Mailbox 97 5 When you are finished typing the subject text pres
254. f Documents Selected with Find by Example on page 345 e Changing the Properties for Selected Documents on page 347 e Changing the Properties for a Group of Documents in a File on page 347 Changing the Properties of a Group of Documents Selected with Find by Example 1 Click Tools gt Mass Document Operations 2 Inthe Operation group box click Change Properties Mass Document Operations Select the operation you want to perform The operation will affect all versions of a document Operation O Change sharing Move O Copy Delete Selection method Use Find Advanced Find to select documents Use Find by Example to select documents O Use currently selected documents Use documents listed in a file Creating and Working with Documents 345 3 In the Selection method group box click Use Find by Example to select documents then click Next Find by Example Item type Library Development Library I Document text Document number Subject Document type Author Creator Date created Official version Current version Find only official document versions 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 Document Subject Document type Author 7 Specify new values for any of the
255. fect a file you ve attached to an item and sent 74 GroupWise 7 Windows Client User Guide If you delete an attached file it is not erased from disk or network drive it is simply removed from the attachment list In addition you can right click a file in Windows then click Send To gt GroupWise Recipient A new item is created with the attachment in the attachment window 3 6 2 Attaching a Document Reference to an Item 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 opens 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 GroupWise Library or if the library is unavailable only a copy of the document opens If the recipient edits the copy the changes do not affect the actual document in the library For more information about document rights see Section 13 5 Sharing Documents on page 314 Dragging and Dropping an Attachment from a Received Item When you receive an item you can drag any of its attachments into a folder or onto your desktop A document reference attachment that you drag and drop becomes a shortcut to a document reference or to a copy of the document depending on your rights to the document and the availability of the library Do
256. fied 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 Click Finish to change document properties Changing the Properties for a Group of Documents in a File 1 2 3 4 Click Tools gt Mass Document Operations In the Operation group box click Change Properties 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 for which you want to change properties then click Next You can specify any text file ASCII or ANSI 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 file you specify is a log file from a previous session you can click Process errors only and GroupWis
257. file that exists on your hard disk diskette or network drive The recipients can open the attached file save it view it or print it If you change the attached file after you have sent it the recipients do 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 For information about attaching documents that are in a GroupWise Library see Attaching a Document Reference to an Item on page 75 This section contains the following topics e Section 3 6 1 Attaching a File to an Item on page 74 e Section 3 6 2 Attaching a Document Reference to an Item on page 75 e Section 3 6 3 Embedding an OLE Object in an Item on page 77 e Section 3 6 4 Viewing Attached Files on page 77 e Section 3 6 5 Opening Attached Files on page 78 3 6 1 Attaching a File to an Item 1 Open a new item 2 Fill in the To Subject and Message fields 3 Click icon on the toolbar then browse to and select the file or files you want to send Attach File Look in QAllUsers 0 2 em A a E NTUSER DAT Desktop NTUSER DAT LOG Favorites Shared Documents Start Menu Templates File name l Files of type Al Fiese x To remove an attached file right click the attachment then click Delete 4 Click OK 5 Click Send on the toolbar Moving or deleting a file on a disk or network drive does not af
258. filter displays items that match the conditions in each row joined by And Or Creates a new row The filter displays items that match the conditions in either row joined by Or The items don t need to match the conditions in both rows Insert Row 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 Managing Your Mailbox 213 Delete Row Removes the current row from the filter New Group 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 7 17 7 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 Contains operator Wildcard Character s and Switches What the Filter or Rule Will Match AND amp or a space All items that meet two or more conditions For example mountain
259. formation see Chapter 5 Scheduling Group and Posted Items on page 119 Using Your Calendar 141 6 1 Viewing Your Calendar This section contains the following topics Section 6 1 1 Opening the Calendar Folder or a Calendar View on page 142 Section 6 1 2 Navigating in the Calendar on page 143 Section 6 1 3 Creating a Calendar on page 144 Section 6 1 4 Changing a Calendar s Color on page 144 Section 6 1 5 Selecting Calendars to Display on page 145 Section 6 1 6 Viewing As Calendar on page 145 Section 6 1 7 Understanding the Icons Appearing Next to Items in Your Calendar on page 145 Section 6 1 8 Understanding the Shading on Calendar Appointments on page 145 6 1 1 Opening the Calendar Folder or a Calendar View The calendar folder in the Nav Bar has a toolbar that provides access to several Calendar view options You can add more buttons to the Calendar toolbar and configure them however you want The view that is displayed when you exit your Calendar displayed when you open the Calendar folder again 1 Click Calendar in the Nav Bar then click the buttons on the Calendar toolbar to choose different views Figure 6 1 Calendar View Showing the Week View 3 Novell GroupWise Calendar Home Mailbox Sent Items Contacts Fi Calendar QQ New Mail New Appt Adress Book Calendar o T Kaen Personal 5 24 2005 E 4 gt E Tody E bay F week
260. from the Invite to Meeting list after the search click the Available Times tab click the username or resource to remove press Delete then click 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 then click OK to perform a busy search When you find a time you want for a meeting 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 field 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 double click Date amp Time then click the Busy Search tab 2 Change the options you want 3 Click OK 5 1 7 Formatting Your Appointments in ICAL 1 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 and calendaring software that supports ICAL they receive an appointment item If their messaging an
261. 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 contains both sent and received items Right click the folder click Properties then click Display 7 2 2 Posting a Message to a Shared Folder 1 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 then click an item type Type a subject Type your message Click Attach to attach files Click Post on the toolbar ao a bk Q To reply to an existing item in a shared folder open the item click Reply select a reply option then click OK See Replying to an Item in a Shared Folder on page 88 for more information 7 2 3 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 7 3 Managing Contacts Through Your Mailbox Group Wise Contact Management gives you access to your contacts groups resources and organizations from the Contacts folder in the Folder List Figure 7 4 Mailbox Showing the Contacts Folder Novell GroupWise Contacts Home Mailbox 1 Calendar Sent
262. g Lists and Settings 1 Click Tools gt Junk Mail Handling 2 On the Settings tab modify any settings Click 2 then click an option for information about each option 3 Click the tab of the list you want to modify 4 To add an e mail address or Internet domain to a list click New type the e mail address or Internet domain then click OK An address or Internet domain can be in upper lower or mixed case For example amy idomain com and AMY IDOMAIN COM are both the same You cannot use wildcard characters such as or in an Internet domain name However an Internet domain for example idomain com affects all e mail from idomain com and any subdomains that prefix this Internet domain for example offers idomain com or members idomain com A domain of abcidomain com is not affected 5 To change an e mail address or Internet domain click the address or Internet domain click Edit make changes then click OK 6 To remove an e mail address or Internet domain from a list click the address or Internet domain then click Remove 7 Click OK 3 8 11 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
263. g a New Panel 1 Click the panel drop down arrow then click Add Panel 2 Click New Panel Create Panel Name the new panel New Pane Cancel Choose folder or address book Selected folder Mark Moulder Home Change Folder Selected address book lt None gt Choose display settings View by Details More Display Settings Choose filter lt No Filter gt 3 Type the panel name in the Name the new panel field 4 Select whether you want the panel to display a folder or the Address Book If you select a folder click Change Folder to select the folder to display the contents of or If you select Address Book use the drop down list to select the address book you want to display 5 Select a display setting from the Choose display settings drop down list Calendar Displays the panel as a graphical calendar Checklist Displays the panel as a checklist Details Displays the details for items in the panel Discussion Thread Displays the items in the panel grouped according to threads or Click More Display Settings for additional display settings 6 Optional Click Filter to add a filter to the panel 7 Click OK then click Add to display the panel 1 6 3 Resizing a Panel You might want to resize the height of a panel to display more or less information To change the height of a panel move your mouse cursor to the top of the line until displays then drag the mouse cursor up o
264. ge received from sender 3 Click Reply to sender or Click Reply to all To include the message text in your reply make sure Include message received from sender is selected 4 Click OK 5 Type your message then click Send on the toolbar If the original item included BC or CC recipients and you selected to reply to all your reply is sent to the CC recipients but not to the BC recipients Replying to an Item in a Shared Folder 1 Open or select an item in the shared folder 2 Click Reply on the toolbar Options riqinal disc ior Reply to selected subject Reply privately outside discussion C 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 original discussion topic or someone 88 GroupWise 7 Windows Client User Guide 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 then click Post on the toolbar 3 8 4 Forwarding Items to Other Users Use Forward to send items you receive and document references to other users When you forward an item it is sent as an attachment to a mail message The mail message includes your name and any additional comments
265. ge the font of the message text For information see Changing the Font of Items You Send on page 54 z Appointment To Mike Palu File Edit view Actions Tools Accounts Window Help A send J Cancel E address A F Busysearch Fl So Appointment Send Options To Mike Paty a Place my offie Start date 3 00pm F allDay Event Duration fiHor O A Subject OneonOne Please bring any concerns you may have to our One on One 9 If you want to make sure the people and resources for the appointment are available you can do a busy search by clicking Busy Search on the toolbar See Checking When Everyone Is Available on page 124 You can specify many options such as making this appointment a high priority requesting a reply from recipients and more by clicking the Send Options tab 10 Click Send on the toolbar 5 1 2 Rescheduling an Appointment If you want to make sure the people and resources for the appointment are available you can do a busy search by clicking Busy Search on the toolbar 1 Click the Sent Items folder in the Folder List 2 Click the appointment to reschedule 3 Click Actions gt Resend 4 Ifthe original appointment was an auto date appointment click This Instance or All Instances Scheduling Group and Posted Items 121 5 Make your changes then click Send on the toolbar 6 Click Yes to retract the original item To reschedule an appointment for a new time on the sa
266. gory click E then select a category name If you are creating a filter in the Contacts folder the Filter Contacts dialog box fields include Display Name E Mail Address Last Name Organization Department and Category Type or select information in one or more fields to filter for contacts Filter Contacts Contact Group Resource Organization E 5 Cancel Display Name Open Email Address ctl Save Last Name z Advanced Filter First Name Organization Department Category To specify other information you want to filter on click Advanced Filter For more information see Creating a New Filter Using Advanced Filter on page 211 4 Click OK The filter icon changes to indicating that a filter is on 5 To save the filter for future use click click Filter gt Save type a name then click OK 7 17 2 Creating a New Filter Using Advanced Filter 1 Click a folder such as Mailbox Trash or a folder you have created Filters affect all folders By clicking a folder you can see the filter results immediately or Click the Appointments Reminder Notes or Tasks List in a calendar view The filter applies to all lists in the calendar view For example if you click the Reminder Notes List the Appointments and Tasks Lists are also affected by the filter 2 On the toolbar double click 3 Click Advanced Filter Managing Your Mailbox 211 4 In the first
267. gt Hide Non Checklist Items Perform this step again to show all items in the folder Any items you add to the checklist area of a folder will also display as part of the master checklist in the Checklist folder If you click another folder and then click this folder again the default Display setting shows in the Display drop down list which is not Checklist unless you have changed it You can select it again from the Display drop down list or you can change the default Display setting by right clicking the folder clicking Properties clicking the Display tab clicking Checklist on the Setting name drop down list then clicking OK If you perform a sort on this folder only the non checklist items are sorted Assigning a Due Date to an Item in the Checklist Folder 1 Open an item in the Checklist folder 2 Click the Checklist tab Working with Items in Your Mailbox 99 3 Select Due on then click a date Figure 3 7 Checklist Tab Showing the Due On Calendar Mail From Sophie Jones X Close Se Reply X Cp Forward z o X A 4 oo he Mail Properties Personalize Checklist Order 2 E C Completed Due on 5 23 2005 2005 h Subject test Today 5 23 2005 Marking or Unmarking a Checklist Item Completed 1 Click the box next to the checklist item 3 8 9 Delegating Items Use Delegate to reassign a scheduled item to someone else The sender can determine who you deleg
268. h option you chose Echoed documents are 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 355 4 Click OK If you do not have a Remote Mailbox GroupWise helps you create one for document echoing 5 If prompted type your Online Mailbox password then 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 Documents are copied 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 13 16 2 Deleting Unneeded Documents from Your Remote Library Deleting files from your Remote Library Disk Space Management does not remove them from the Master Library It also does not remove the document references for the deleted documents The files are removed only from the computer where you have 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 then click Delete 3 When you re done click Close If you delete an In Use document
269. h 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 can specify that your Trash is emptied automatically on a regular basis This section contains the following topics e Section 7 12 1 Opening Your Trash on page 199 e Section 7 12 2 Undeleting an Item in the Trash on page 200 e Section 7 12 3 Saving an Item That Is in Your Trash on page 200 Section 7 12 4 Emptying the Trash on page 200 Section 7 12 5 Emptying Selected Items from the Trash on page 200 Section 7 12 6 Emptying the Trash Automatically on page 200 7 12 1 Opening Your Trash 4 Inthe Full Folder List click To access the Full Folder List click the folder list header drop down list above the Folder List it probably displays Online or Caching to indicate what mode of GroupWise you are running in then click Full Folder List Managing Your Mailbox 199 You can open save and view information on items in the Trash You can also permanently remove items or return them to the Mailbox Right click an item in the Trash to see more options 7 12 2 Undeleting an Item in the Trash 4 Inthe Full Folder List c
270. hat project only 1 Click a project folder in the Folder List 2 Click View gt Display Settings gt As Calendar All scheduled accepted items that are saved in that folder display 6 1 7 Understanding the Icons Appearing Next to Items in Your Calendar The icons that appear in your calendar give you additional information about items See Icons Appearing Next to Items in Your Mailbox Sent Items Folder and the Calendar on page 30 for more information 6 1 8 Understanding the Shading on Calendar Appointments An appointments on your calendar appear in different shades depeinding on whether the appointment is shown as Free Tentative Busy or Out of the Office If you select to display the calendar item as Free the appointment displays as white If you select to display the appointment as Tentative the appointment displays as gray with white and gray stripes on the side If you select to display the appointment as Busy the appointments displays as gray If you display the appointment as Out of the Office it displays as dark gray To change an appointments Show Appointment As 1 Click Actions gt Show Appointment As then select Free Tentative Busy or Out of the Office 6 2 Reading an Item in Your Calendar 1 Click Calendar in the Folder List 2 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
271. have forwarded Appears next to an item you have delegated Appears next to an item you have replied to and forwarded Appears next to an item you have replied to and delegated Appears next to an item you have forwarded and delegated Appears next to an item you have replied to forwarded and delegated Posted item Specific version of a document amp HH tt F Ft eS Official version of a document Unopened mail message with a low standard or high priority Opened mail message with a low standard or high priority Unopened and opened appointment with a low standard or high priority Unopened and 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 eat og s Unopened phone message with a low standard or high priority h J Opened phone message with a low standard or high priority mE The sender has requested that you reply to this item The item can be a low standard or high priority Getting Started 31 Icon Description 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 the Access List before
272. he Nav Bar For more information about the Nav Bar see Section 1 7 Using the Nav Bar on page 38 20 GroupWise 7 Windows Client User Guide 1 2 2 Toolbar Figure 1 2 The GroupWise Toolbar Toolbar Novell GroupWise Mike Palu Hom File Edit View Actions Tools Accounts fiindow Help Mailbox 1 a Calendar n From Sophie Jones 3 1 2005 10 21 p Contacts Core Team Meeting Documents s a Checklist Work In Progress Cabinet Trash De July 2005 Today Tuesday June 21 2005 From Mike Palu 6 21 2005 11 59 am The toolbar lets you quickly accomplish common GroupWise tasks such as opening the Address Book sending mail messages and filtering items For information about the toolbar see Section 1 8 Using the Toolbar on page 38 and Section 14 24 Customizing Your Toolbar on page 377 Getting Started 21 1 2 3 Panels Figure 1 3 The GroupWise Panels Panels Novell GroupWise Mike Palu Home E 6 Es File Edit Yiew Actions Tools Accounts Window Help Home Mailbox i Calendar Sent items p X QY Mke Palu Home Calendar Q Adress Book ry Newmal D New Appt W New Task onines erae Mailbox 1 Sent Items Calendar Contacts S Documents Checklist Work In Progress Cabinet Trash De Sophie Jones opened Lunch From Sophie Jones 3 1 2005 10 21 pm Core Team
273. he mode of GroupWise you were running previously Unarchived messages are returned to the folder from which they were archived If the folder has been deleted GroupWise creates a new folder 7 6 4 Archiving Items Automatically 1 Click Tools gt Options 182 GroupWise 7 Windows Client User Guide 2 Double click Environment then click the Cleanup tab Environment Signature Backup Options Appearance General Views File Location Cleanup Default Actions Mail and phone Manual delete and archive Auto delete after uto archive afte Appointment task and reminder note Manual delete and archive Auto delete after EV TIS Auto archive after Empty trash Manual Automatic after 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 might not be able to change this option If you or your system administrator has set up auto archiving of items in your Mailbox items in the Checklist folder are also archived based on the original date you received the item not based on the due date you assign it If you have automatic archiving setup it only archives items to one computer If you are working on a computer where the automatic archive is not available the items are
274. he order of a button on a toolbar drag it to where you want it to display 11 To add space between buttons drag one button away from the other button or To remove space between buttons drag one button toward another button 12 Click OK 378 GroupWise 7 Windows Client User Guide 14 25 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 You 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 301 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
275. hooses Reply to All the blind copy recipient does not receive the reply 1 Click newman z on the toolbar 50 GroupWise 7 Windows Client User Guide You can select a different mail view by clicking the down arrow in isl Mail To File Edit View Actions Tools Window Help 4 Ai Send 3 Cancel Pp Address Send Options To Subject Account Novell GroupWise In the To field type a username then press Enter Repeat for additional users If necessary type usernames in the CC and BC fields or To select usernames from a list click Address on the toolbar double click each user then click OK To change the From name to another account or proxy click From 7 then click a name Type a subject Type a message Working with Items in Your Mailbox 51 You can specify many options such as making this message a high priority requesting a reply from recipients and more by clicking the Send Options tab Mail To File Edit view Actions Tools Window Help amp Send 3 Cancel aj Address Q H 4 m Mail Send Options Category i Edit Categories General O High Priority oO Expiration date Standard Priority After Low Priority Classification C Delay delivery Normal For EE days days Status Tracking C Reply requested i Wher nyenient EEEE TARS E A 53pm Securit F sen Notify recipients bale neea j C Convert attachments ISO Defaul
276. i 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 2006 and continuing through June 11 2006 You could use the following formula every 7 starting mar 3 2006 ending jun 11 2006 The formula schedules every seventh day starting with March 3 2006 and ending with June 11 2006 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 2006 The above formula schedules every seventh day starting on March 3 2006 and continuing to the last date in the Calendar file The Every command works with numbers up to 30 For example every 45 starting mar 3 2006 is not a valid formula Relative Operators The six relativ
277. ically on page 182 386 GroupWise 7 Windows Client User Guide Update Added a section explaining how to change your display name in GroupWise for items you send Update Transitioned to revised Novell documentation standards Along with a new look you might find different documentation file sizes Added a section that explains how to log into GroupWise from a shared workstation Added information on how to sort the Cabinet folder sub folders alphabetically Added a section that explains how to delay the delivery of an item Added a section that explains how to notify recipients about an item you have sent Added additional information on how to attach a file by right clicking the file from Windows Added a section on how to reschedule recurring appointments Added a paragraph explaining that items that are archived are no longer displayed on the calendar Added a section about Notify options Added a section about Alarm options in Notify Added a section abut return status notification in Notify Added section on how to repair your Mailbox Added a section on how to use custom views Added information about auto archiving with multiple computers
278. icates 3 Click Import or Export Import My Certificate Certificate file to import ee Erse Allow export of private key in the future C Set strong private key protection or Click Certificate Authorities Certificates then click Import or Export 4 Type a filename including the path You can also click Browse to find the certificate file click the filename then click Save or Open 5 Ifrequired type your certificate password 6 Click OK Sending Secure Message S MIME 297 298 GroupWise 7 Windows Client User Guide Creating and Working with Documents GroupWise Library lets you manage all your documents from your Mailbox This section contains the following topics Section 13 1 Managing Your Documents in Group Wise on page 300 Section 13 2 Creating Documents on page 303 Section 13 3 Organizing Your Documents on page 307 Section 13 4 Importing Documents into a GroupWise Library on page 310 Section 13 5 Sharing Documents on page 314 Section 13 6 Publishing Documents to the Web with WebPublisher on page 318 Section 13 7 Viewing the History of a Document on page 321 Section 13 8 Checking Out Documents on page 322 Section 13 9 Checking In Documents on page 325 Section 13 10 Deleting Documents on page 328 Section 13 11 Copying Documents on page 330 Section 13 12 Saving Documents
279. ice 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 option can be used in the Target text box only GroupWise Language Codes The following table lists the languages the GroupWise client has been localized into for Group Wise 5 5 and later versions Some versions might not include all of these languages For the most current information see your local reseller Language Language Code Arabic AR Chinese Simplified CS Chinese Traditional CT Czech CZ Danish DK Dutch NL English United States US Finnish SU French National FR German Germany DE Hebrew HE Hungarian MA Italian IT Japanese JP Customizing GroupWise 381 Language Language Code Korean KR Norwegian NO Polish PL Portuguese Brazil BR Russian RU Spanish ES Swedish SV 14 27 1 Using a GroupWise Startup Option 1 Right click the GroupWise icon on the desktop then click Properties 2 Click the Shortcut tab 3 Inthe Target field after the GroupWise executable type a space type the startup option s then click OK Separate multiple startup options with a space like this 3 grpwise exe ph pathname u In this example ph is the startup option to specify the path to the post office The pathname is the path to the post office The u option is used to display a login dialog box a user can supply with log
280. ick Full Folder List or Simple Folder List 7 1 2 Renaming Folders 1 In the Folder List right click the folder then click Rename 2 Type anew name for the folder You cannot rename the Calendar Documents Mailbox Sent Items Checklist Contacts Cabinet Work In Progress or Trash folders 7 1 3 Deleting Folders 1 Right click the folder you want to delete then click Delete 2 Select tems only or Folder s and items then click OK You cannot delete the Calendar Documents Mailbox Sent Items Checklist Contacts Cabinet Work In Progress or Trash folders You can delete the Junk Mail folder only if Junk Mail Handling has been disabled To delete a folder that is shared with you right click the folder click Delete then click Yes 7 1 4 Creating a Personal Folder In the Folder List click File gt New gt Folder Make sure Personal folder is selected then click Next Type the name and description for the new folder kh O N Click Up Down Right or Left to position the folder where you want it in the Folder List then click Next 5 Specify the display settings for the folder then 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 157 7 1 5 Creating a Shared Folder In the Folder List click File gt New gt Folder Select Shared folder then click Next Type a name and description for
281. ick Info The following step affects headers in the Quick Viewer and sent and received messages 1 Right click the header then select or deselect Show Multiple Recipients Separate To CC BC Align Colons Hide System Attachments and Copy Message Header To restore headers to their original appearance right click a header then click Reset to Default 14 7 Changing the GroupWise Interface Language 1 Click Tools gt Options 2 Double click Environment then click the General tab Environment General Views File Location Cleanup Default Actions Signature Appearance English US Prompt on empty find View options Check spelling as you type Read next after accept decline or delete C Check spelling before send C Open new view after send C Launch Notify at startup Launch Messenger at startup Interface lanquage age Prompt on empty filter s v Show Messenger presence Refresh interval ger pi Every 1 minutes 0 seconds v v 3 Click a language in the Interface Language drop down list then click OK 370 GroupWise 7 Windows Client User Guide To change the Spell Checker language see Configuring Spell Checker Language on page 60 14 8 Changing Your Default Views 1 Click Tools gt Options 2 Double click Environment then click the Views tab Environment General Views File Location Cleanup Default Actions Signature Appearance ltem type Mail Appointme
282. ick Options Click the Notify tab Deselect Use same settings for all types Click the Settings for drop down list then click the item type you want to make selections for Click how you want to be notified for different priority levels of that item type Click OK NO on fF WD 7 5 14 Being Notified of Someone Else s Messages 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 Group Wise 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 List in Group Wise See Section 7 9 Giving Other People Access to Your Mailbox on page 192 for more information You cannot receive notification for someone who is in a different domain than you 1 Click Tools gt Options 2 Double click Security then click the Notify tab 3 Type the name of a user for whom you proxy 4 Click Add User 180 GroupWise 7 Windows Client User Guide 5 Click the user s name in the Notification List Security Options Password Notify Proxy Access Send Options Name Notification list Name Address Adam Aphid Adam4 corporate Sophie Jones sjones corporate c Remove User Notify options for Adam Aphid Subscribe to alarms Subscribe to notification 6 Make sure Subscribe to notification and Subscribe to alarms are sel
283. ick Tools gt Junk Mail Handling 2 Click Automatically delete items _ days after delivery move to Trash Specify how long you want items retained in the Junk Mail folder 3 Click OK To manually delete items from the Junk Mail folder right click the Junk Mail folder click Empty Junk Mail Folder then click Yes Preventing E Mail From a User or Internet Domain From Being Junked or Blocked 1 Click Tools gt Junk Mail Handling 2 Click the Trust List tab Junk Mail Handling PECETE Settings Junk List Block List Trust List Show Addresses Domains Total E mail from addresses in your Trust List will always be delivered to your inbox 1 3 Click New type an e mail address or Internet domain then click OK An address or Internet domain can be in upper lower or mixed case For example amy idomain com and AMY IDOMAIN COM are both the same You cannot use wildcard characters such as or in an Internet domain name However an Internet domain for example idomain com affects all e mail from idomain com and any 108 GroupWise 7 Windows Client User Guide subdomains that prefix this Internet domain for example offers idomain com or members idomain com A domain of abcidomain com is not affected 4 Click OK All future items from this e mail address or Internet domain are not blocked or delivered to the Junk Mail folder no matter what is specified in the Block List and Junk List Modifying Junk Mail Handlin
284. ick Yes 7 12 6 Emptying the Trash Automatically 1 Click Tools gt Options 200 GroupWise 7 Windows Client User Guide 2 Double click Environment then click the Cleanup tab Environment Signature Backup Options Appearance General Views File Location Cleanup Default Actions Mail and phone Manual delete and archive O Auto delete after O Auto archive after feel Appointment task and reminder note Manual delete and archive Auto delete after O Auto archive after Empty trash O Manual Wipes Automatic after 7 days 3 Select the Automatic After button in the Empty trash group box then 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 might not be able to change this option 7 13 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 If you receive junk mail that requires frequent manual deletion you might want to set up Junk Mail Handling See Handling Unwanted Mail on page 101 for more information This section contains the following topics e Section 7 13 1 Deleting an Item from Y
285. ics e Section 7 14 1 Backing Up Your Mailbox on page 202 e Section 7 14 2 Restoring Items from Backup on page 203 7 14 1 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 then click OK You can also set up an automatic backup 1 In Remote or Caching mode click Tools gt Options then click double click Environment 2 Click the Backup Options tab then 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 Ifyou want select Do not prompt before performing backup 202 GroupWise 7 Windows Client User Guide 7 14 2 Restoring Items from Backup 1 Click File gt Open Backup GroupWise Restore Path Restore from Password 2 Type the full path or browse to the path of the backed up mailbox then type your password if required 3 Select the item you want to restore click Actions gt Restore You cannot restore documents through this method For more information see Section 13 19 Replacing a Document with a File from Backup on page 363 4 To exit your backed up mailbox click File gt Open Backup 7 15 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
286. ific folder If you do not specify a folder the rule is triggered when you close any folder Startup The rule is triggered when you start GroupWise Exit The rule is triggered when you exit GroupWise 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 might 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 affects in your Mailbox or Calendar view Managing Your Mailbox 187 7 8 3 Creating a Rule 1 Click Tools gt Rules then click New New Rule Rule name When event is And items are Received Sent Posted Draft IF conditions are optional ltem types Define Conditions C Mail ct on all items C Appointment C Task C Reminder note C Phone message Appointment conflict exists Does not matter Yes or No Then actions are Add Action v Cancel 2 Type a name in the Rule name field 3 Click the When event is pop up list then 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 clic
287. ights to the document or you must be a librarian for the library In addition you must have Delete rights to the library Share 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 Assign documents toa Requires Edit and Modify Security rights to the document or you must be new author a librarian for the library Modify document You must have Edit rights or be a librarian for the library In addition you properties must have Change rights to the library 13 15 2 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 e You can select the documents from a Find Advanced Find dialog box in the Mass Document Operations Wizard e You can select the documents from a Find by Example dialog box in the Mass Document Operations Wizard 336 GroupWise 7 Windows Client User Guide e You can select the documents in a folder or your Mailbox before you open the Mass Document Operations Wizard e 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 wiz
288. ignature of an Item Was Verified 1 Open a digitally signed item that you received 2 Click File gt Security Properties 3 Click the tabs to view information about the security certificate that was used 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 displays immediately and the status bar of the item displays Untrusted If the digital signature was not verified the security certificate might be invalid or the message text has been changed since the item was sent 12 10 Viewing Security Certificates You Have Received and Changing the Trust 1 Click Contacts in the Full Folder List To access the Full Folder List click the folder list header drop down list above the Folder List it probably displays Online or Caching to indicate what mode of GroupWise you are running in then click Full Folder List or Open the Address Book 2 Double click a contact then click the Certificate tab 3 Click a certificate then click 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 click the security certificate click Modify Trust click a trust option then click OK If you no longer want to trust a recipient s security certificate click the security certificate click Remove then click Yes When you remove a recipient s security
289. in information whenever he or she opens GroupWise This option is useful when two or more users share a workstation but have separate GroupWise Mailboxes 4 Restart GroupWise 382 GroupWise 7 Windows Client User Guide GroupWise Frequently Asked Questions The GroupWise 7 Client Frequently Asked Questions FAQ is intended to help GroupWise client users who have not found the information they need in the GroupWise client online help or User Guides The GroupWise 7 Client Frequently Asked Questions FAQ contains the following sections How Do I Find What I Need in the GroupWise Client Documentation Group Wise Windows Client FAQ Group Wise Cross Platform Client FAQ GroupWise WebAccess Client FAQ Non GroupWise Clients FAQ Group Wise Client Comparison Where Do I Go for More Help GroupWise Frequently Asked Questions 383 384 GroupWise 7 Windows Client User Guide Documentation Updates This section lists updates to the GroupWise 7 Windows Client User Guide that have been made since the initial release of GroupWise 7 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 GroupWise 7 Windows Client User Guide was republished The GroupWise 7 Windows Client User Guide has been updated on the following dates e Section A 1 May 31 2006
290. ing the structural rebuild 5 Click Run to start the structural rebuild A progress log displays during the structural rebuild You can click Stop at any time to stop the rebuild An error code is displayed but it simply indicates that the process has been stopped You can click Statistics at any time during the rebuild to add interim statistical information to the log such as how many problems have bee corrected so far in the structural rebuild process 6 Click Close then click OK when the structural rebuild is complete 7 Click Close to return to your GroupWise mailbox 224 GroupWise 7 Windows Client User Guide Using the Address Book Use an address book like a contact management tool phone directory and information center for your addressing needs Address books can store names and addresses e mail addresses phone numbers and much more You can initiate an instant messaging session from an address book if the instant messaging product is installed and supported Entries in an address book can be a contact group resource or organization For information about the information you can store in each type of entry see Managing Contacts on page 164 Managing Groups on page 166 Managing Resources on page 167 and Managing Organizations on page 168 This section contains the following topics Section 8 1 Understanding Address Books on page 225 Section 8 2 Quick Info on page 230 Secti
291. ing topics e Creating a Master Checklist in the Checklist Folder on page 96 e Creating a New Item in the Checklist Folder on page 97 e Moving an Item to the Checklist Folder on page 98 e Marking an Item to Display in the Checklist Folder on page 98 Creating a Checklist in a Folder Other Than the Checklist Folder on page 98 e Assigning a Due Date to an Item in the Checklist Folder on page 99 Marking or Unmarking a Checklist Item Completed on page 100 Creating a Master Checklist in the Checklist Folder 1 Drag items to the Checklist folder in the Full Folder List M To access the Full Folder List click the folder list header drop down list above the Folder List it probably displays Online or Caching to indicate what mode of GroupWise you are running in then click Full Folder List In the Checklist folder the items display with a check box to the left of them When you complete an item in the checklist you can mark it complete by selecting the check box You can move items to the Checklist folder from a shared folder only if you are the owner of the shared folder 3 Novell GroupWise Checklist DER Home Mailbox Calendar Sent Items Contacts y onlinew x M Checklist 2 New Mail New Appt Address Book Filter fa Sophie Jones Hom Subject Due From To Date Folder Journal DO Q Mike Palu sjones corporate 3 1 2005 10 09 Checklist Notes Mailbox Sent Items e
292. iodically 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 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 quickly turn this option on and off click Accounts gt Auto Send Retrieve It is active when a check mark is displayed 68 GroupWise 7 Windows Client User Guide 3 5 5 Downloading Only the Header Subject for IMAP4 Accounts 1 Click Accounts gt Account Options 2 Click the IMAP4 account then click Properties 3 Click the Advanced tab My IMAP Account Properties General Server Connection Advanced Signature Root folder path Only show subscribed folders Download headers only Download new items only Send Retrieve when folder is selected C Remove items from trash as they are deleted Incoming mail server IMAP4 143 Use SSL Certificate Outgoing mail server SMTP 25 UseSSL Certificate 1 Minutes to wait for server to respond ae C Download external file bodies C Detailed error messages 4 Select Download headers only 5 Click OK then click Close After d
293. ion 5 Select the entry type then click OK 6 Fill in the fields for the entry For information about the different fields see Managing Contacts on page 164 Managing Groups on page 166 Managing Resources on page 167 and Managing Organizations on page 168 7 Click OK 8 To copy entries to the new address book from existing address books click the existing address book click an entry then drag the entry to the new address book 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 8 11 2 Deleting a Personal Address Book 1 Inthe Main Window click on the toolbar 2 Click File gt Delete Book Delete Address Book Available address books Sophie Jones 3 Click or Ctrl click the books you want to delete click OK then click Yes After it is deleted a personal address book cannot be recovered Using the Address Book 253 8 11 3 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 custom address book fields This section contains the following topics e Deleting Entries from a Personal Address Book on page 254 Editing Entries in a Personal Address Book on page 254 Quickly Adding Contacts to Your Personal
294. ion 10 5 Opening a Different Version of a Document in Your Caching Mailbox on page 282 e Section 10 6 Viewing Pending Requests on page 282 e Section 10 7 Connection Status on page 282 10 1 Caching Features Most GroupWise features are available in Caching mode with the exception of subscribing to other users notifications 10 2 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 click Caching or Click Caching on the drop down list above the Folder List 3 Novell GroupWise Caching Mike Palu Home v Mike Palu t F online Mail Properties Personalize Checklist vs Caching P 7 IS a From Sophie Jones 3 1 2005 10 21 pm S Remote L Thursday May 26 2005 J To mpalu corporate co C Completed Subject Sophie Jones opened Lunch SF Work Offline Sophie Jones opened Lunch B Proxy Full Folder List 3 Type the path for your Caching Mailbox then click OK 4 Make sure you have a password on your Online Mailbox Group Wise automatically updates the Caching Mailbox with an image of the Online Mailbox The initial update or priming should not be interrupted until
295. ion 3 8 9 Delegating Items on page 100 e Section 3 8 10 Handling Unwanted Mail on page 101 e Section 3 8 11 Changing Item Types on page 109 e Section 3 8 12 Viewing and Composing Items in HTML on page 111 e Section 3 8 13 Viewing the Source of External Messages on page 112 3 8 1 Reading Items You Receive You can read items you receive in your Mailbox or Calendar Your Mailbox displays a list of all of the items you have received from other users Posted appointments tasks and reminder notes appear in your Calendar not in your Mailbox 84 GroupWise 7 Windows Client User Guide You can open and read all types of new items in your Mailbox However you might want to read tasks and reminder notes in your Calendar so you can view new messages while looking at your schedule 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 Sent Items Folder and the Calendar on page 30 for more information 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 i
296. ions 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 Managing Your Mailbox 205 Narrowing a Find The following list explains how to narrow your search using Find In the first field 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 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 7 15 3 Saving the Results of a Find 1 Click Tools gt Find 2 Perform a Find 3 Inthe GroupWise Find Results dialog box click File gt Save As Folder Create Find Results Folder Name the new folder and set its position i
297. ions 1 In GroupWise click Tools gt Messenger gt Preferences Options General Message Alerts Privacy Appearance History C Run Groupwise Messenger when Windows starts Show contact list when GroupWise Messenger starts Show me as Idle when I m inactive for 10 minutes Prompt to save conversations when close them C Prompt to connect to internet Use graphical emoticons C Always accept invitations to conferences without prompting User interface lanquage English v 2 Select the options you want then click OK Using GroupWise Messenger from Within GroupWise 117 118 GroupWise 7 Windows Client User Guide Scheduling Group and Posted Items You can schedule 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 For information about how appointments tasks and reminder notes differ from other item types see Section 3 1 Understanding GroupWise Item Types on page 49 Using Auto Date you can schedule recurring appointments tasks or reminder notes For more information see Section 5 7 Scheduling Recurring Items on page 134 If you want to find out whether someone accepted a task or is coming to your meeting you can check for an accepted or declined status in the item s Properties For more information see Checking the Status of Your Item
298. is the Work In Progress folder 2 7 11 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 Resource IDs are entered in the To box A user assigned to manage a resource is the owner of that resource The owner of a resource is responsible to accept and decline appointments 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 Section 7 8 Creating Rules on page 185 for information on creating and enabling rules Managing Your Mailbox 197 This section contains the following items e Section 7 11 1 Accepting and Declining Resource Requests on page 198 e Section 7 11 2 Receiving Notification for Another User or Resource on page 198 e Section 7 11 3 Creating a Rule for a Resource on page 198 7 11 1 Accepting and Declining Resource Requests You can accept or decline requests for a resource only if you are the owner a
299. ist box Click the Content tab deselect the fields you don t want to print then 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 9 Click a paper size in the Form size group box 10 Click Portrait or Landscape in the Form orientation group box 11 Click the Content tab 12 Specify the number of rows and columns you want 13 Click Font make selections then click OK 14 Click the Options tab then make selections For information about each option click 2 then click an option 15 Click Preview to see how the labels will look 16 Click Print 8 8 2 Printing Lists 1 In the Main Window click Caress Book on the toolbar 2 Click the address book that contains the entries you want to print 3 Ctrl click or Shift click to select individual entries or Make no selections if you want to print the entire address book 4 Click File gt Print 5 If prompted click Selected items or Click Entire address book 6 Make sure the Form tab is selected 7 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 9 Click a paper size in the Form size group box 10 Click Portrait or Landscape in
300. k and to expand and collapse folders For information about the individual folders you might have in your Folder List see the following e Section 7 1 1 Displaying the Full Folder List or Simple Folder List on page 157 e Section 7 1 2 Renaming Folders on page 157 e Section 7 1 3 Deleting Folders on page 157 e Section 7 1 4 Creating a Personal Folder on page 157 e Section 7 1 5 Creating a Shared Folder on page 158 e Section 7 1 6 Moving or Linking an Item to Another Folder on page 158 e Section 7 1 7 Understanding Find Results Folders on page 158 e Section 7 1 8 Changing or Deleting Folder Display Settings on page 160 Next to any folder except for shared folders the number of unread items is shown in square brackets Next to the Sent Items folder the number in square brackets shows how many items are pending to be sent from Caching or Remote mode You can organize items in your folders by moving or linking them 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 F
301. k File gt New gt Document New Document Select an application Select a GroupWise template Select a file Templates library Development Library Default lt Library where document will be stored Development Library Default 2 Click Select a GroupWise Template then 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 Document subject 4 Type the subject of the document then 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 select Open document now to immediately open the document 13 2 3 Creating a Document Using a File as a Template 1 Click File gt New gt Document Creating and Working with Documents 305 2 Click Select a File New Document Select an application Select a Groupwise template Select a file Enter filename Library where document will be stored Development 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 docum
302. k Ri Date a 12 17 2002 9 03 pm 1 2 2003 7 55 pm 1 17 2003 12 30 pm 1 22 2003 5 12 pm 1 27 2003 4 20 pm 1 27 2003 4 29 pm 1 27 2003 4 30 pm 5 14 2003 4 43 pm 5 14 2003 4 45 pm 5 14 2003 4 47 pm 5 14 2003 10 19 pm 8 4 2004 12 11 am As panel displays a customized view of information in GroupWise For example by default in the Home view you see an Unread Messages panel The Unread Messages panel displays a list of items Getting Started 33 you have not read The Checklist panel is another default panel on the Home view The Checklist panel displays items that are in your checklist folder Figure 1 8 Panels Mailbox Filtered Filter Unread Items Today Wednesday July 6 2005 T mmernoeewnsn o O From Mike Palu 7 6 2005 11 59 am 7 Friday June 17 2005 Ar Database To mpalu corporate com 6 17 2005 2 43 pm Q Database Q Sophie Jones opened Lunch From Sophie Jones 3 1 2005 10 21 pm Core Team Meeting From Sophie Jones 1 16 Selected 0 Total 0 A 34 GroupWise 7 Windows Client User Guide 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 Figure 1 9 Calendar View 5 19 2005 4 gt Today E Day f Week Be Month 36s Year 24 Multi User olap Tue 5 17 05 Wed 5 18 05 Thu 5 19 Fri May 20 2005 it One on
303. k a folder then click OK to display the folder name 5 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 click the appropriate options then click OK For more information see Limiting Items Affected by a Rule on page 190 6 Click Add Action then click the action you want the rule to perform Some actions such as Send Mail and Reply require you to fill in additional information 7 Click Save For a rule to function it must be enabled See Enabling or Disabling a Rule on page 191 7 8 4 Creating a Vacation Rule or Auto Reply 1 Click Tools gt Rules then click New 188 GroupWise 7 Windows Client User Guide 2 Type a name in the Rule name field such as Vacation Rule 3 Click the When event is pop up list then click New Item 4 Next to And items are select Received Make sure no other item source is selected 5 Do not make any selections under Item types 6 Use Define Conditions to add specific information to your rule The following are examples of using Define Conditions If you want to set up the dates during which the rule is in effect Click Define Conditions click Delivered in the first drop down list click On or After Date in the second drop down list then in the date field select the date you are leaving on vacation Click the End pop up list then click And On the new line
304. ks If you accidentally delete your Sent Items folder or Task List Folder you can restore it This section contains the following topics e Creating a Find Results Folder on page 159 e Restoring Your Sent Items or Task List Folder on page 159 Creating a Find Results Folder _ In the Folder List click File gt New gt Folder Click Find results folder To create a Find Results folder with your own search criteria click Custom find results folder then click Next oO N or To create a Find Results folder based on Find By Example click Custom find by example folder then click Next or If you want to use a predefined Find Results folder as a template for creating a custom folder click Predefined find results folder select the predefined folder you want to base your folder on for example Sent Items select Modify predefined find results folder then click Next 4 Type the name and the description for your folder oa Click Up Down Right or Left to position the folder where you want it in the Folder List then click Next 6 Specify the search criteria find by example criteria or information for items you want to find 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 then click Finish Restoring Your Sent Items or Task List Folde
305. l Shift R Ctrl Shift P Alt F4 Alt F6 Alt letter Alt D Alt Enter Shift Left arrow or Shift Right arrow Shift End or ShifttHome Action Delete an item Open the Spell Checker Open the previous or next item Select text one word at a time Insert numbered or bulleted list 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 the menu bar Use the underlined letters in the menu names Send item Display the properties of the selected item Select text one character at a time Select text to the end or beginning of a line Where It Works In an item In an item In an item In text In text Main Window Calendar item dialog box Main Window Calendar item dialog box Main Window Calendar item dialog box Main Window Calendar item dialog box Main Window Calendar item dialog box Main Window Calendar item dialog box Main Window item Main Window Calendar item In a new item Item List In text In text Getting Started 41 Keystroke Action Where It Works Shift letter In the Folder List Shift the first Folder list letter of a subfolder name goes to the subfolder Tab Cycle through fields
306. lect a group then click To CC or BC 3 Repeat as necessary 4 To show all the members of the group right click the group then click Expand Group Using the Address Book 239 5 To see more information about the group right click the group then click Details 6 Click OK to return to the item view 8 5 3 Adding and Removing Contacts from a Personal Group or Corporate Distribution List If you are adding for removing contacts from a corporate distribution list you must have the proper rights granted to you by the system administrator 1 Inthe Main Window click at on the toolbar In the left pane click to expand the address book the group is located in then click the name of the address book or l Address Click a 2 Right click the group then click Details on the toolbar in an item you are composing Groups are marked by the 8 icon and display in the right and left panes of the Address Book 3 On the Details tab click Add to open the Address Selector dialog box and display the address list Click the drop down list to filter the list by contacts groups or resources 4 To adda contact click the Look In drop down list then click the address book the contact is in 5 Click the Match drop down list then click the way you want to locate the contact by first name last name or full name 6 In the Look For field type the contact you want to add The address list scrolls to the nearest match 7 Doubl
307. lick To access the Full Folder List click the folder list header drop down list above the Folder List it probably displays Online or Caching to indicate what mode of GroupWise you are running in then click Full Folder List 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 7 12 3 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 See Saving an Item to Disk or to a GroupWise Library on page 196 for more information 7 12 4 Emptying the Trash 1 Inthe Full Folder List right click then click Empty Trash To access the Full Folder List click the folder list header drop down list above the Folder List it probably displays Online or Caching to indicate what mode of GroupWise you are running in then click Full Folder List 7 12 5 Emptying Selected Items from the Trash 4 Inthe Full Folder List click To access the Full Folder List click the folder list header drop down list above the Folder List it probably displays Online or Caching to indicate what mode of GroupWise you are running in then click Full Folder List 2 Select one or more items 3 Click Edit gt Delete then cl
308. ling GroupWise Check 1 0 0 0 cette 222 7 19 3 Amalyze Fix Databases 0 eee nee 223 19 4 Structural Rebuilds srei pee eek eh eee eee phe d Bie ved ead ene te eee 224 8 Using the Address Book 225 8 1 Understanding Address BookS 0 cect ete 225 8 1 1 Using the Address Book the Address Selector and the Contacts Folder 226 8 1 2 Syster Address Book se de ke eee a ee Bee ee es aN 229 8 1 3 Frequent Contacts Address Book 0 0 c eee ett 229 8 1 4 Personal Address Books 0 0 00 c eet teens 229 8 1 5 LDAP Addr ssBookS lt 2 23 oie ek ein Sa eas eae eae eS 230 8 1 6 Shared Address Books 0 cee teen eee 230 8 2 QuICkIINTOrecsts e oes a auch lt slat tet ackee Saye a baer ed R RE paint etek oy 230 8 3 Searching for Users and Resources 0 0 cette 232 8 3 1 Searching for User Resource Organization and Group Addresses 233 8 3 2 Using Filters to Narrow an Address Search 0 00 0 c eee eee 233 8 3 3 Defining Name Completion Search Order 0 00 cee ete 233 8 4 Using LDAP in the Address Book 1 0 0 ects 234 8 4 1 Adding a Directory Service to an Address Book 000 e eee ees 234 8 4 2 Searching for a Person Through a Directory Service 0 00 0c eee 235 8 4 3 Establishing a Secure Connection to a Directory Service 0 235 8 4 4 Modifying the Properties of a Directory Service 0 0 00 e eee eee 236 8 4 5 S
309. locking or junking Internet e mail e You can add individual e mail addresses or entire Internet domains to a Block List Items from these addresses or Internet domains are blocked and never arrive in your Mailbox An Internet domain is the part of the e mail address that comes after the For example in the address Henry mymail com the Internet domain is mymail com e You can add individual e mail addresses or entire Internet domains to a Junk List Items from these addresses or Internet domains are delivered to the Junk Mail folder in your Mailbox You can specify that the items in this folder be automatically deleted after lt n gt days Figure 3 10 Full Folder List Showing the Junk Mail Folder fay Sophia Jones Home Mailbox a Sent Items a P Calendar W Checklist Contacts E7 Work In Progress GH Documents HY Cabinet Junk Mail a mos Working with Items in Your Mailbox 103 e You can specify that any e mail items from users whose addresses are not in your personal address books including your Frequent Contacts address book and any personal address books you have created are sent to the Junk Mail folder This is sometimes called white listing For information about the Junk Mail folder see Junk Mail Folder under Folder List on page 23 In addition to the Block List and Junk List there is a Trust List Use this list to add e mail addresses or Internet domains that you do not want blocked or junked
310. lowing topics e Section 13 15 1 Preparing for a Mass Operation on page 336 e Section 13 15 2 Selecting Documents for the Mass Operation on page 336 e Section 13 15 3 Acting as the Librarian on page 337 e Section 13 15 4 Copying a Group of Documents on page 338 e Section 13 15 5 Moving a Group of Documents on page 341 e Section 13 15 6 Changing the Properties of a Group of Documents on page 344 e Section 13 15 7 Changing Sharing for a Group of Documents on page 348 e Section 13 15 8 Deleting a Group of Documents on page 352 13 15 1 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 which you have rights The following table shows which rights you must have to perform each operation Document Operation Required Rights Move 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 Copy 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 Delete Requires Delete r
311. lp Mailbox 1 Sent Items Calendar Contacts Documents Checklist Work In Progress Cabinet Trash De Core Team Meeting From X Sophie Jones opened Lunch From Sophie Jones 3 1 2005 10 21 pm 10 am Ea Sophie Jones 1 16 2003 9 July 2005 SMTWTF a __Unvead items k4 Yawn a Je Today Tuesday June 21 2005 w From Mike Palu 6 21 2005 11 59 am wn However the Home View is fully customizable You can create additional panels that display the information you need In addition you can select to have only a one column view This stacks the panes into one column instead of the default two columns As well as showing panels you can display your folder list and the Quick Viewer For information on how to customize your Home View see Section 1 6 Using Panels on page 36 28 GroupWise 7 Windows Client User Guide 1 4 Using Different GroupWise Modes Online Caching and Remote Group Wise provides four different ways to run the Group Wise client Online mode Caching mode Remote mode and Remote Offline mode You might be able to run Group Wise in any of the four modes or your system administrator might require that you use only a certain mode Most GroupWise features are available in all four GroupWise modes with some exceptions Subscribing to other users notifications is not available in Caching
312. m Type Allltems v 2 v Item Source an Items Name Subject Date Ve Docum Lit A Mike Palu work 2 17 2005 12 3 Mike Palu Lunch 3 1 2005 10 09 Mike Palu Soph One on One 4 26 2005 12 1 Sophie Jones One on One 4 26 2005 12 1 Mike Palu Lunch 4 26 2005 11 52 al edt Mail Properties Personalize From Sophie Jones To Mike Palu Subject Status Report Mike Could you send me a status report For all your projects Message The Folder column shows which folder each item is located in To add or remove columns right click the column heading then click an option To sort by the information of a column for example by date or subject click the column heading The message text of the selected item displays below the item list You can resize the window to see more or less text You can act on an item for example reply forward or delete by clicking buttons on the toolbar above the message text 4 To show items received and sent between specific dates specify start and end dates in the From and To fields 5 To show only a specific item type for example mail or appointment click an item type from the Item Type drop down list 6 To show only received items or sent items click Received Items or Sent Items from the Item Source drop down list 7 4 Using Mailbox Storage Size Information Use Mailbox Storage Size Information to view your mailbox size and to m
313. mail or phone message to another type of item such as an appointment or task the original 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 This section contains the following topics e Changing an Item in Your Mailbox to Another Type of Item on page 110 e Changing an Item in Your Calendar to Another Type of Item on page 110 e Changing a Posted Item to a Group Item on page 111 Working with Items in Your Mailbox 109 Changing an Item in Your Mailbox to Another Type of Item 1 In your Mailbox click the item you want to change 2 Click Edit gt Change To then click an item type or Click Edit gt Change To click More then click an item type You can choose posted or group items Select All Ctrl 4 Delete Del Delete and Empty Shift Del Empty Trash Change to gt Appointment Folders Cal vie 3 wis Reminder Note Move Link to Folders Phone Message More 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 any necessary information 4 Click Send or Post on the toolbar When you change a mail or phone message to another type of item such as an appointment or task the original item is removed from your Mailbox and the new item is added in the
314. mains that are junked through Junk Mail Handling are placed in the Junk Mail folder This folder is not created in the folder list unless a Junk Mail option is enabled While Junk Mail options are enabled this folder cannot be deleted However the folder can be renamed or moved to a different location in the folder list If all Junk Mail options are disabled the folder can be deleted The folder can also be deleted if the Junk Mail Handling feature is disabled by the system administrator To delete items from the Junk Mail Folder right click the Junk Mail folder click Empty Junk Mail Folder then click Yes For more information about Junk Mail Handling see Handling Unwanted Mail on page 101 Trash Folder All deleted mail and phone messages appointments tasks documents and reminder notes are stored in the Trash folder Items in the Trash can be viewed opened or returned to your Mailbox before 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 automatically 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 Shared Folders A shared folder amp is like any other folder in your Cabinet except other people have access to it You can create
315. mation in GroupWise For example by default in the Home view you see an Unread Messages panel The Unread Messages panel displays a list of items you have not read The Checklist panel is another default panel on the Home view The Checklist panel displays items that are in your checklist folder A panel can be created to display a multitude of information from unread items to a summary calendar A predefined list of panels has been created but you can also create your own custom panels 1 6 1 Customizing Your Panels 1 Right click the folder that you want to modify the panels for then click Properties 2 Click the Display tab 3 Select Panels from the View By drop down list 4 Click Customize Panels Customize Panels Choose Layout One Column Two Column Modify Panels Available Panels Column One Calendar Checklist Edit Panel Email Move Down Recent Activit recat CAEN E eae Calend Delete Panel Take E Edit Unread Items Delete Column Two Unread Items Move Up Checklist Restore Defaults 5 Select whether you want to view the panels in one or two columns 6 Select from the list of available panels or create your own panels by clicking New Panel 7 Click Add next to the column you want the column to display in 8 Optional Click Move Up or Move Down to position the column where you want it to display 9 Click OK 36 GroupWise 7 Windows Client User Guide 1 6 2 Creatin
316. me day open your Calendar and drag the appointment to the new time 5 1 3 Rescheduling Recuring Appointments 1 Click the Sent Item folder in the Folder List 2 Click the appointment you want to reschedule If you are rescheduling just one appointment in a series of recurring appointments select the appointment on the day you want to reschedule 3 Click Actions gt Resend Click All Instances for all appointments in the recurring appointment or Click This Instance for only one appointment in the series of recurring appointments 5 Make your changes then click Send on the toolbar 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 5 1 4 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 1 Click the Sent Items folder in the Folder List 2 Click the appointment you want to cancel 3 Click Edit then click Delete 4 Ifthe original appointment was an auto date appointment click This Instance or All Instances 5 Click All Mailboxes then click OK 5 1 5 Scheduling an Appointment for Yourself If you are 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 but can still schedul
317. ments Daily Text Calendar Day Organizer Day Trifold Expanded Day Calendar and Franklin Day Calendar When you print the Calendar on a color printer the Calendar prints in full color This shows which appointments belong to which calendar and which appointments have categories This section contains the following topics e Section 6 5 1 Printing Your Calendar Task List or Reminder Note List on page 148 e Section 6 5 2 Printing the Calendars of Multiple Users on page 149 6 5 1 Printing Your Calendar Task List or Reminder Note List 1 Click File gt Print Calendar Print Calendar FETT i Form Content Options Format Day O Week O Month O List Multi User Available forms Selected form Daily Text Calendar Day Organizer Day Trifold Landscape Expandable Day Calendar Daily Appointments Form size Letter Oa O55x85in OAS Custom Width Height 8 50 in 11 00 in Franklin sizes Form orientation Portrait Landscape 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 type a starting date then read and select other options 7 Click Font make selections then click OK 148 GroupWise 7 Windows Client User Guide 8 Click the Options tab then read and select other options For help on
318. ministrator GW Ac amp GW Writers GW W amp Heather Sarmiento hsarm 8 Jason Stevens jsteve Jill Boogaard jbooge Joe Pangilinan jpangi Name Joe Pangilinan E Mail Address jpangilinan Corporate com Office Phone Number x11000 Title Tester Group B Department Development First Name Joe Last Name Pangilinan User ID jpangilinan GroupWise Address jpangilinan Corporate com OK J If multiple users are listed in the To CC BC or From fields of a message click the box to open the list of users select one of them then position the mouse pointer over the selected user Quick Info is enabled by default To disable Quick Info 1 Inthe Main Window click on the toolbar 2 Click View gt Disable Quick Info 8 3 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 fields 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 s
319. mode Subscribing to other users notifications and Proxy are not available in Remote mode Any feature that requires a connection for example to the GroupWise system or to an IMAP4 account is not available in Remote Offline mode 1 4 1 Online Mode When you use Online mode you are connected to your post office on the network Your mailbox displays the messages and information stored in your network mailbox also called your Online Mailbox Online mode is connected to your network mailbox continuously In Online mode if your Post Office Agent shuts down or you lose your network connection you temporarily lose your connection to your mailbox You should use this mode if you do not have a lot of network traffic or if you use several different workstations and do not want to download a local mailbox to each one 1 4 2 Caching Mode Caching mode stores a copy of your network mailbox including your messages and other information on your local drive This allows you to 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 your work is not interrupted You should use this mode if you have enough disk space on your local drive to store your mailbox Several users can set up thei
320. ms For example in your user database a contents check verifies that all messages listed in your mailbox actually exist in your message database In your message database a contents check verifies that all attachments to messages in your mailbox actually exist in the attachment directories A contents check also makes sure that your rules distribution lists and personal groups are valid Collect Statistics If you select Contents you can also collect statistics during the contents check The statistics include the number of messages and appointments in your mailbox the amount of space consumed by your mailbox and so on 4 Select Fix Problems to repair your mailbox If you deselect Fix Problems problems with your mailbox are reported but not fixed 5 On the Databases tab select one or more databases to analyze and optionally fix For information about the databases see Section 7 19 1 About Your GroupWise Mailbox on page 222 6 On the Logging tab the Log File field shows that by default a file named GWCHK32 LOG will be created in the GroupWise client installation directory You can specify a different filename and location You can also select Verbose Logging to record more detailed information during the analyze fix process 7 Click Run to start the Analyze Fix Database option A progress log displays during the analyze fix process You can click Stop at any time to stop the analyze fix process An error code is displaye
321. ms whose original subject or personalized subject contains this word When you create an advanced filter or find use the Subject field to search for the original subject and use the My Subject field to search for the personalized subject When you create a rule that looks for a specific word in the Subject field the rule only looks at the original subject 3 8 8 Creating a Checklist Use the Checklist folder to create a task list You can move any items mail messages phone messages reminder notes tasks or appointments to this folder and arrange them in the order you want Each item is marked with a check box so that you can check off items as you complete them Working with Items in Your Mailbox 95 After you have moved an item to the Checklist folder you can open it click the Checklist tab and assign it a due date You can also mark it Completed and set its position in the list from the Checklist tab You can also make other folders work the way the Checklist folder does The Checklist folder is a system folder It replaces the Task List folder For a comparison of the Checklist folder and the Task List folder see Checklist Folder under Folder List on page 23 IMPORTANT If you or your system administrator has set up auto archiving of items in your Mailbox checklist items will also be archived based on the original date you received the item not based on the due date you assign it This section contains the follow
322. n 1 3 Understanding the Home View on page 28 Mailbox Folder The Mailbox displays all the items you have received with the exception of scheduled items appointments tasks and reminder notes you have accepted or declined Accepted scheduled items and tasks are moved to the Calendar Sent Items Folder The Sent Items folder amp displays all sent items from the Mailbox and Calendar The Sent Items folder in versions prior to GroupWise 6 5 was a query folder which had some differences from the current Sent Items folder The following is a comparison between the previous Sent Items query folder and the current Sent Items folder Table 1 1 Comparison of the New and Old Sent Items Folder Sent Items Folder Current Sent Items Query Folder Previous A system folder that cannot be deleted A Find Results folder that can be deleted and re created For more information about Find Results folders see Understanding Find Results Folders on page 158 24 GroupWise 7 Windows Client User Guide Sent Items Folder Current Sent Items Query Folder Previous All sent items reside in this folder unless they are No items actually reside in this folder This folder is moved to a folder other than the Mailbox or a Find Results folder which means a Find is Calendar If a sent item is moved to another performed when you click the folder and the results folder it no longer displays in the Sent Items of the Find all sent items
323. n 14 11 Setting the Sent Items Default View Action on page 372 Section 14 12 Setting the Web Browser Behavior on page 372 Section 14 13 Setting the File Attachment Behavior on page 373 Section 14 14 Setting Your Default Start Folder on page 373 Section 14 15 Setting the Message Attachment Behavior on page 373 Section 14 16 Setting the Quick Viewer Default Behavior on page 373 Section 14 17 Allowing Offline Send Receive on page 373 Section 14 18 Displaying HTML External Images on page 374 Section 14 19 Setting Your Default Plain Text Reply Format on page 374 Section 14 20 Setting Your Default HTML Reply Format on page 374 Section 14 21 Selecting a GroupWise Scheme on page 374 Section 14 22 Customizing Individual GroupWise Appearance Settings on page 375 Section 14 23 Changing the Background for Calendar Parts on page 377 Section 14 24 Customizing Your Toolbar on page 377 Section 14 25 Customizing Your Library Settings on page 379 Section 14 26 Changing Your Display Name on page 380 Section 14 27 Using Startup Options on page 380 Customizing GroupWise 365 14 1 Delaying Delivery of an Item 1 To delay the delivery of one item open an item view click the Send Options tab then click General or To delay delivery of all items you send click Tools gt Options then double click Send 2 Click Delay
324. n 3 5 8 Connecting to a POP3 or IMAP4 Server Using SSL on page 70 Section 3 5 9 Importing POP3 and IMAP4 Accounts on page 71 Section 3 5 10 Storing Your POP3 Items on a Mail Server on page 72 Section 3 5 11 Changing the Length of Time for POP3 and IMAP4 Server Timeouts on page 72 Section 3 5 12 Subscribing and Unsubscribing to IMAP4 Folders on page 73 Section 3 5 13 Alphabetizing the Folders in an IMAP4 Account on page 73 Section 3 5 14 Downloading Voice Mail Attachments through an IMAP4 Account on page 73 3 5 1 Adding a POP3 or IMAP4 Account to GroupWise 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 1 Click Accounts gt Account Options 66 GroupWise 7 Windows Client User Guide 2 Click Add Create Account 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 Mi IMAP4 POP3 R 3 Follow the prompts 3 5 2 Modifying Properties of a POP3 or IMAP4 Account 1 Click Accounts gt Account Options 2 Click the Account you want to modify Accounts Marked A
325. n Existing Share List with a New Share List on page 348 Changing the Sharing Rights for a Group of Documents Selected with Find by Example on page 348 Changing Sharing Rights for Selected Documents on page 350 Changing Sharing Rights for Documents in a File on page 351 Modifying the Existing 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 does 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
326. n 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 They can access the GroupWise WebPublisher site and then search for the document To do this they 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 names the library names in your GroupWise system may be different from the library names that display in WebPublisher e You can locate the document copy the complete URL and send it to the users e 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 us
327. n the folder list Name Find Results Folder Description Position Journal Notes Mailbox 1 Sent Items FS Calendar E Contacts Documents W Checklist E7 Work In Progress I Pshinet Find new matching items each time the folder is opened 206 GroupWise 7 Windows Client User Guide 4 Type a name for the folder type a description for the folder click Up Down Right or Left to place your folder where you want it to display in your Folder List then 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 158 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 7 15 4 Finding a Document and Creating a Reference to It in Your Mailbox Click File gt New gt Document Reference Click Find On the Find by Example tab click Document from the Item type drop down list Specify the information about the document you want to search for Click OK to begin the Find In the Group Wise Find Results dialog box click the document for which you want to create a document reference then click OK oa hk WN The Group Wise 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 7 15 5 Finding an Item
328. nch a browser and go to the Web site Click the Calendar button to select the birthday of this contact When the check box next to the date is selected the birthday information is displayed on the Summary tab and in the Birthday column if you have added one to an address book Selecting the check box does not add the birthday to your Calendar If you deselect the check box the birthday information is available only on the Personal tab Use this tab to type information about your interaction with this contact You can insert a time stamp for each entry Use this tab to view add and edit user defined fields All system and user defined fields display For more information see Defining Custom Fields in a Personal Address Book on page 256 Use this tab to view or remove security certificates you have received from this contact change the trust of the certificates edit certificate properties and import and export certificates For more information see Section 12 10 Viewing Security Certificates You Have Received and Changing the Trust on page 296 This tab displays all the items you have sent to or received from this contact You can specify the types of items you want to see You can also specify the date range of items you want to see This tab includes a QuickViewer pane so you can quickly scan messages Managing Your Mailbox 165 7 3 2 Managing Groups Each group in the Contacts folder is marked with the 28 Group icon
329. nd have been granted Read and Write rights 1 Inthe Main Window or Calendar click File gt Proxy or Click the folder list header drop down list above the Folder List probably displays Online or Caching to indicate what mode of GroupWise you are running in then click Proxy 2 Click the resource you own If the resource you own isn t listed in the Proxy pop up list click Proxy type the name of the resource you own in the Name field then click OK 3 Double click the item you need to accept or decline 4 Click Accept or Decline on the toolbar 7 11 2 Receiving Notification for Another User or Resource 1 Click Tools gt Options 2 Double click Security then click the Notify tab 3 Click the name of a user for whom you are a proxy or the name of the resource you own If the user or resource is not listed in the Notification list type the name ea Add User You can select the name from the Address Selector dialog box by clicking ey 4 Make sure Subscribe to alarms and Subscribe to notification 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 no longer receive alarms and notifications You need to repeat the steps in this topic for your username 5 Click OK Notify must be open or minimized in order to receive notification or alarms For more information see Section 7 5 Running Notify on page 1
330. nd modify groups and create and delete contacts The Address Book also provides you with advanced address book options such as creating and modifying personal address books changing your Name Completion search order changing the properties of an address book defining copy options changing your MAPI configuration importing and exporting address books sharing address books adding directory services printing labels and more 226 GroupWise 7 Windows Client User Guide Address Selector Address When you are composing a new item and click the Address button B on the item view toolbar the Address Selector displays The Address Selector presents a simplified view of the Address Book providing you with the options you need to select a name or create a group Figure 8 2 The Address Selector Address Selector X Look for Match Name v Selected Routing Slip tiy Address List o hommaa 2h Name E Mail Benjii Gensomino bgelso Charles Bolton cboltor a Claudia Wong cwong Conference Room 2012 Confer Engineers Engine External Resource Extern External Resource 2 Extern Flavian Haughey fhaugt Fred Thompson fthorn gp o o o OOS O o w o Arara Smith nemit eS Details 8 x Changing the Address Book Displayed in the Address Selector In the Address Selector you view one address book at a time To choose a different address book to look at click an address book in th
331. nding an Item Using Search Criteria nuaa uaaa ee 204 7 15 3 Saving the Results of a Find 0 0 cee tenes 206 7 15 4 Finding a Document and Creating a Reference to It in Your Mailbox 207 7 15 5 Finding an Item Using Advanced Find 0 cece eee eee 207 FAG Finding Textin HEMS eis obese weet eb anes thew ee Regen np one p ae de A nea aip 209 CAL Filtering M6MS 05 4 enw ies ha eer ee has ge TR OR ee ER Ee ere ee 209 7 17 1 Creatinga New Filter 22 505 cece bee ee eee ete 210 7 17 2 Creating a New Filter Using Advanced Filter 0 0 0 eee eee ee 211 OVS Selecting a Fiter menr oars ones weet eek tease hep eos Poe ee Pe ee eee K 212 TATA Cl aring a Filters rrera rana his aie ns Bh eek ee ree Oe Bee TEE 213 TAT 3 Deleting a Filter 2255 240g Ba wt Su eee cee Gees ene ee Gee A 213 7 17 6 Narrowing Your Filter 2 eee 213 7 17 7 Using Filter and Rule Wildcard Characters and Switches 214 7 17 8 Using Filter and Rule Operators 0000000 c ee eee 214 7 17 9 Understanding Filter and Rule Fields 0 0 0 cece eee 216 7 18 Using the Columns in Your Mailbox 1 0 tees 220 7 18 1 Changing Columns in Your Mailbox 0 0 0 0 cee ee 220 7 18 2 Sorting Items in Your Mailbox by Column 0 0 0 0 eee ee 221 7 19 Repairing Your Mailbox 0 0 seente a pa a eee 221 7 19 1 About Your GroupWise Mailbox 0 0 0 0 eee 222 7 19 2 Instal
332. ndows Client User Guide 13 4 3 Importing Documents Using Quick Import 1 Click File gt Import Documents Select Files to Import Files to import Novell g ll Add Individual Files Add Entire Director Quick import Recommended Copies documents to your default library and creates document references in the folder you specify Cancel 2 Click Add Individual Files select the files you want to import then click OK To select multiple files to import Ctrl click each additional document or Click Add Entire Directory then select the folder or folders that contain the documents you want to import Type a file extension such as doc or wpd in the File Name Filter field if you want to import specific types of files from the selected folder or folders then click OK 3 Click Next Create Document References Import without displaying documents in a folder Display documents in folder Select folder for document references E Calendar E Contacts O Documents D Authored D Default Library OM Checklist Or Work In Progress M Cabinet Og Plans OB Projects Of test 4 If you want GroupWise to create document references for each document click Display Documents in Folder then 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
333. neral Options 3 Click Send Retrieve All Marked Accounts every check box then 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 11 9 Deleting an Item in a Newsgroup from Your GroupWise Item List 1 Right click the item then click Delete and Empty Deleting a newsgroup item from your GroupWise 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 then click Reset 11 10 Collapsing or Expanding All Threads in a Newsgroup 1 Right click the newsgroup then click Collapse All Threads Using Newsgroups 287 or Right click the newsgroup then click Expand All Threads 11 11 Performing a Search on a Newsgroup Server 1 Right click the newsgroup then click Search on Server 2 Inthe first drop down list click the field you want to search type the search words in the Contains field then click OK 3 Double click an item in the GroupWise Find Results dialog box to read the item 11 12 Marking Items in a Newsgroup According to Your Interests 1 Right click the newsgroup item click Mark Thread then click Watch Read or Ignore You can then filter messages based on thread status to see only the messages containing your posti
334. network drive mapping These connections are useful to download large quantities of information such as your system address book For more information see Section 9 8 Configuring Your Remote Connections on page 273 9 3 1 If Your Remote Connection Is Expensive If your remote connection is expensive you can save money and connection time by connecting after peak business hours 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 9 4 Remote Features Most GroupWise features are available in Remote mode with the exception of subscribing to other users notifications and Proxy 9 5 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 might send an item while you are away from your office but you don t connect to the GroupWise system to process that request 262 GroupWise 7 Windows Client User Guide 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 click Requests 9 6 Preparing to Use Remote Use Hit the Road on the Tools menu or switch 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
335. nference Room Frequent Contacts Summary Details Advanced Name Conference Room Phone 123 1234 Type Email Address Owner Sophie Jones Comments The following table explains the purpose of each tab on the resource item view For specific help about each field on a tab click a field in the resource item view then press Shift F 1 Tab Purpose Summary This tab displays a summary of the information contained in the other tabs Click the drop down list to display the summary information in two different formats If your system administrator has customized this tab you might have additional formats to choose from Details Use this tab to enter a name for the resource a phone number resource type e mail address owner and comments about this resource In the Owner field you can enter a contact that is already in your address book or you can use the arrow button to create a new contact entry Advanced Use this tab to view add and edit user defined fields All system and user defined fields display For more information see Defining Custom Fields in a Personal Address Book on page 256 Managing Your Mailbox 167 7 3 4 Managing Organizations Each organization in the Contacts folder is marked with the a Organization icon When you double click an organization the organization item view displays Figure 7 8 Organization Item View New Organization Frequent Contac
336. ng GroupWise Setup If you didn t install Integrations you can run Setup again to install them See Section 13 17 Integrating GroupWise with Your Applications on page 356 Customizing GroupWise 379 14 25 1 Setting the Default Library The default library is where all your documents are stored and the library where Find searches for documents 1 Click Tools gt Options then double click Documents 2 Click the library you want to use as a default 3 Click Set Default then click OK 14 26 Changing Your Display Name You can change the name that is displayed in items that you send from GroupWise You can only change your display name if the Account menu is displayed The Account menu is displayed if you are in Caching mode or if your administrator allows POP and IMAP or NNTP on your GroupWise system 1 Click Account gt Account Options 2 Click the Mail tab then click General Options 3 Type your display name in the Display Name field 4 Click OK then click Close 14 27 Using Startup Options Group Wise has commands that you can use when you start the program Some of them are for your convenience and others are necessary to run GroupWise on your particular hardware GroupWise Startup Options This Startup Option Does This u 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 your
337. ng Message for Non Integrated Applications On or Off on page 360 Creating and Working with Documents 359 e Specifying How Long GroupWise Should Wait for a Non Integrated Application to Open on page 360 Turning the Warning Message for Non Integrated Applications On or Off Group Wise 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 then double click Documents 2 Click the Integrations tab click Advanced then 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 Group Wise doesn t detect the application opening GroupWise 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 1 Click Tools gt Options then double click Documents 2 Click the Integrations tab 3 Inthe Registered applications list box click the application for which you wa
338. ng Non Integrated Applications on page 359 13 17 1 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 13 17 2 Integrating Applications After Setup If you don t enable the integrations during Setup but later decide you do want to use 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 After you ve enabled integrations you can turn them on or off at any time y g y y 13 17 3 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 This section contains the following topics Turning Off Integrations for All Your Applications on page 357 e Turning Off Integrations for One Application on page 358 Turning Off Integrations for All
339. ng an Item to Disk or to a GroupWise Library 0 00 e eee 196 7 10 2 Saving Status Information 0 0 0 cee eee 197 7 10 3 Saving an Unfinished Item 0 0 0 cee 197 Owning ReSOUNCES iasa ee ee yd or i dis ete a Pee eae 197 7 11 1 Accepting and Declining Resource Requests 0 0 0 e eee eee 198 7 11 2 Receiving Notification for Another User or Resource 00 eee ee 198 7 11 3 Creating a Rule for a Resource 1 0 eee 198 Opening and Emptying the Trash 0 0 cette eee 199 7 12 1 Opening Your Trash 2 2 0 250 bee ea he ee ede hee bee eee 199 7 12 2 Undeleting an Item in the Trash 0 0 eee 200 7 12 3 Saving an Item That Is in Your Trash 0 2 0 eee 200 7 12 4 Emptying the Trash 0 0 0000 cect 200 7 12 5 Emptying Selected Items from the Trash 0 0 00 e eee eee 200 7 12 6 Emptying the Trash Automatically 0 00 eee 200 Deleting Items from Your Mailbox 1 0 teas 201 7 13 1 Deleting an Item from Your Mailbox 1 0 0 0 0 eee 201 7 13 2 Deleting and Emptying Items from Your Mailbox 0 0000 eee ee 202 Backing Up Your Mailbox 0 0 0 cette teens 202 7 14 1 Backing Up Your Mailbox 0 eee 202 7 14 2 Restoring Items from Backup 0 eee tees 203 TAS Finding EMSs seers seek A ON de bs Aalst le Eee WE an aig ae 203 7 15 1 Finding an Item By Example 02 00 c eee eee 204 7 15 2 Fi
340. ng upon what the calendar display is set to click 4 4 To see a day view click oj 5 To see a week view click ol Using Your Calendar 143 To see a month view Sea To see a year view click To see a Multi User view click F oN O 9 To show or hide appointments on views where this applies click ic 10 To show or hide tasks on views where this applies click Bl 11 To show or hide reminder notes on views where this applies click Bl 12 To show another day in the week view click 13 To remove a day from the week view click H 6 1 3 Creating a Calendar 1 Click File gt New gt Calendar Manage Calendars Calendars Calendar Personal Delete Edit Color No Color 2 Type a name for the new calendar 3 Select a color for the calendar by clicking the color square 4 Select what order you want your calendars to display by selecting the calendar then click Move Up or Move Down 5 Click OK 6 1 4 Changing a Calendar s Color 1 Inthe Folder List click the calendar color square 2 Select a color 144 GroupWise 7 Windows Client User Guide 6 1 5 Selecting Calendars to Display 1 Select the calendar check box next to the calendars you want to display in the calendar view 6 1 6 Viewing As Calendar 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 t
341. ngs 11 13 Specifying Download Settings for Individual Newsgroups The download settings for an NNTP account are specified in Accounts gt Account Options gt News gt the 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 then click Properties 2 Click the NNTP tab 3 Deselect Use download settings from account 4 Select options in the Override Account group box 5 Click OK 288 GroupWise 7 Windows Client User Guide Sending Secure Message S MIME GroupWise works with security software you have installed to send secure items This section contains the following topics Section 12 1 Secure Message Concepts on page 289 Section 12 2 Digitally Signing or Encrypting an Item on page 291 Section 12 3 Digitally Signing or Encrypting All Items on page 291 Section 12 4 Obtaining a Security Certificate from a Certificate Authority on page 292 Section 12 5 Selecting a Security Service Provider on page 293 Section 12 6 Selecting a Security Certificate for Digitally Signing Items on page 293 Section 12 7 Searching for Recipient Encryption Certificates Using LDAP on page 294 Section 12 8 Selecting the Method Used for Encrypting Items on page 294 Section 12 9 Checking If the Digital Signature of an Item Was Verified on page 296 Sec
342. ning Notify on page 176 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 14 3 Requesting a Reply for All Items You Send 1 To request a reply for one item open an item view click the Send Options tab then click General or To request a reply for all items you send click Tools gt Options then double click Send Customizing GroupWise 367 2 Click Reply requested then specify when you want to receive the reply Send Options Send Options Mail Appointment Task Reminder Note Security O High Priority Standard Priority O Low Priority Classification Normal C Reply requested MIME Encoding ISO Default C Expiration date After days C Delay delivery For days Until Notify recipients C Convert attachments The recipient sees Si 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 3 Click OK 14 4 Specifying Where Archived Items Are Stored 1 Click Tools gt Options 368 GroupWise 7 Windows Client User Guide 2 Double click Environment then click the File Location tab Environment General Views File Locati
343. not archived to the computer where the archive is not available 7 7 Printing Items in Your Mailbox This section contains the following topics e Section 7 7 1 Printing GroupWise Items on page 184 e Section 7 7 2 Printing Status Information about an Item on page 184 e Section 7 7 3 Printing Calendars on page 184 Managing Your Mailbox 183 7 7 1 Printing GroupWise Items 1 Inthe Item List in your Mailbox click or open the item you want to print 2 Click File gt Print 3 Select 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 might increase printing time but will ensure correct formatting of the file Printing from GroupWise might save time but the formatting of the attached file may change 4 Click Print If you launch an associated application you need to select to print the file after the application is open When printing is complete close the application 7 7 2 Printing Status Information about an Item 1 Right click an item then click Properties Mail From Mike Palu File Edit View Actions Tools Window Help X Cose ie Reply EB Forward gt 4 Mail _ Properties Personalize 42D56B4C 5B6 72 45401 How is the Project Coming mpalu corporate com 7 13 2005 1 28 pm Mike Palu Date amp Time sales
344. nt Phone Reminder note O Task Calendar Mail simple Group Posted C Use default views for reading Set Default View Default Compose View amp Font Default Read View amp Font Plain Text Plain Text J O HTML HTML E Select an item type Select Group or Posted Click the view you want as your default in the Views box Click Set Default View GroupWise marks the item as the default by placing an asterisk next to the view name in the Views box OOA Ww 7 Repeat Steps 3 6 until you have selected a default view for each item type 8 Click OK 14 9 Specifying How Long Before an Event an Alarm Sounds 1 Click Tools gt Options 2 Double click Date amp Time then click the Calendar tab Customizing GroupWise 371 3 Make sure Set alarm when accepted is selected Date Time Options Calendar Busy Search Format Month Display Option Line Color Options et ule Ake MN ale ale Color Lines Fitt wek O O OO O Appointments Highlight day A A E F E Reminder notes C Show week number Tasks Appointment Options Alarm Options Include myself on new appointments SetAlarm When Default alarm time Accepted Display appointment length hours minutes Durati i o gi Duration i M Appointments 0 4 5 End date and time hours minutes Sa v wij Default appointment length 1 O 5 C All Day Events f2 Work Schedule Mountain Daylight Time Start time
345. nt filename make a note of the filename so you can locate your checked out document 5 Repeat Steps 3 and 4 until you have specified check out filenames for each document 6 Inthe Selected documents list box Ctrl click all the documents you want to check out 7 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 13 8 3 Viewing All the Documents You Have Checked Out 1 Click Actions gt Check In 2 Click Show all checked out documents in selected library Check In Check in method Check in and move document v Check in as Checked out version v Documents to be checked in List of documents Show all checked out documents in selected library Select library Development Library Default Checked out location and filename a Browse You can select a different library in the Select Library drop down list to see the documents you have checked out in that library 324 GroupWise 7 Windows Client User Guide 13 8 4 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 Check In Check in method Check In Check in and move document Check in and move document Check in and copy document Check in only Update without checking in Documents to be checked in
346. nt to specify the wait interval 4 Click Advanced then click the Non Integrated tab Adobe FrameMaker Document Non Integrated Executable Message Display message for all non integrated applications that cannot be tracked by Groupwise Display message manual end access needed Wait Set for This application Default for all applications Wait time to detect application i seconds 5 Click This application to apply the wait interval to the selected application or 360 GroupWise 7 Windows Client User Guide Click Default for all applications to apply the wait interval to all non integrated applications 6 Inthe Wait time to detect application field type the number of seconds GroupWise should wait for the application to open 7 Click OK 13 18 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 Group Wise 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 document is
347. ny workstation where Novell SecureLogin is installed and you have selected this option in Security Options or during login you are not prompted for your password 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 does not turn the option off but makes sure the other password is not stored in place of yours Bypassing Your GroupWise Password The availability of these options depends on the platform on which you run Group Wise the options your system administrator has set and other products you have installed 1 Click Tools gt Options 2 Double click Security then make sure the Password tab is selected Select No password required with eDirectory or Type your password type a new password type the new password again then select Remember Password or Use single sign on 4 Click OK then click Close You can also select Remember my password or Use single sign on in the Startup dialog box at login 2 2 4 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 Logging in to GroupWise 47 2 2 5 Mailbox Passwords and Remote Mode To use Remote mode you must assign a password to your Online Mailbox If you assign a password when you re running Remote th
348. ocedure select text then press Ctrl C can be pasted in that format into other applications such as personal information managers and Web applications to fill your particular needs For example you could paste the display text into an HTML editor or a word processor for import into a database or for formatting as a mail merge document Or if you chose to copy in vCard format you could paste the data into a vCard editor or viewer to include sound clips graphics or additional text You could also save the data as a vcf file for import into any other application that supports the vCard standard GroupWise supports up to version 2 1 of the vCard standard To select the vCard text format to copy 1 Inthe Main Window click A Ai on the toolbar 2 Click Edit gt Copy Options 3 Select the copy option you want The Display Data button copies text as display text The vCard Data button renders text as a vCard data stream 4 To make your current selection the default click the check box 5 Click OK 8 14 2 Changing Your MAPI Configuration 1 Inthe Address Book click File gt Services 2 Make your changes then click OK If the address book s name is visible it is a MAPI service provider 260 GroupWise 7 Windows Client User Guide Using Remote Mode Remote mode is familiar to GroupWise users who use Hit the Road Similar to Caching mode a copy of your network mailbox or the portion of the mailbox you specify is stored on
349. ock List At any time you can click Tools gt Junk Mail Handling click Junk List or Block List then click New to add an Internet domain to the Junk List or Block List Junking E Mail From Users Not In a Personal Address Book 1 Click Tools gt Junk Mail Handling 2 Select Enable Junk Mail using personal address books Junk Mail Handling Settings Junk List Block List Trust List Junk Mail Handling provides the ability to deal with unwanted e mail based on the address of the sender There are several options available Junk Mail You can specify that e mail be placed in the Junk Mail folder If the Junk Mail folder does not exist it will be created when either of these options are enabled M Enable Junk List C Enable Junk Mail using personal address books Mail from addresses not in a personal address book including Frequent Contacts will be placed in the Junk Mail folder Junk Mail Folder Automatically delete items days after delivery move to Trash Blocked Mail Enable Block List Mail from addresses in the Block List will not be delivered 3 Click OK All future items from e mail addresses not in your Frequent Contacts address book and other personal address books will be delivered to the Junk Mail folder You can specify that the items in this folder be deleted after lt n gt days Working with Items in Your Mailbox 107 Deleting Items From the Junk Mail Handling Folder 1 Cl
350. ocument references for the documents for which you want to change sharing rights 2 Click Tools gt Mass Document Operations 350 GroupWise 7 Windows Client User Guide 3 Inthe Operation group box click Change sharing 4 In the Selection method group box click Use currently selected documents then click Next 5 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 to replace the existing Share List for each document in the group click Replace share lists for selected documents 6 Inthe Name field type the name of the user for whom you want to modify sharing rights then click Add User 7 Inthe Share list click the name of the user for whom you want to modify sharing rights 8 In the Rights for all versions group box click the rights you want to give the user to the selected group of documents 9 Ifyou want to specify sharing rights for specific versions click Version level security specify the rights for each version then 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 actuall
351. ocuments folder if you specify any document references you view or import are also 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 Group Wise Remote the item is deleted The Documents folder contains by default your 20 most recent document references You can change this number from 0 to 5000 document references After the maximum number is reached the oldest document reference is deleted You can also manually delete document references from the Documents folder The Documents folder has two Find Results folders Authored contains document references for all the documents which you are the author of Default Library contains document references for all the documents you have access to in the default library You can change or delete the Author and 26 GroupWise 7 Windows Client User Guide Default Library folders You can create other document Find Results folders according to your needs For example you can create a Find Results folder for a specific library subject author or document type Work in Progress Folder The Work In Progress folder is a folder where you can save messages you have started but want to finish later Junk Mail Folder All e mail items from addresses and Internet do
352. of August Notice how the meaning changes when parentheses are included as in the formula below tue thu jul 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 138 GroupWise 7 Windows Client User Guide 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 2006 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 2006 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 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 139 between each item day month etc in the range For example if you want to schedule the 15th 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 fr
353. of an item either high Select the priority from the standard or low drop down list 218 GroupWise 7 Windows Client User Guide Field Name Send Options Size Started Subclass Subject Task Category Task Priority Thread State To Total Recipients Version Created Date Version Creator Version Description Version Number Version Status View Name This Field Refers to Items with a reply requested send option The size of an item including its attachments The start date of a task When a task is carried forward to the next day the start date becomes the new date Other items such as forms custom messages and C3PO programs 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 The state assigned to an item ina message thread A person s name appearing in the To field of an item The total number of recipients of an item The date a specific version of a document was created 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 The name of the view in 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 Field Criteri
354. older to mark them Completed You can only mark items to display in the Checklist folder from a shared folder if you are the owner of the shared folder Creating a Checklist in a Folder Other Than the Checklist Folder 1 Click a folder 2 Click View gt Display Settings gt As Checklist The top of the item list for this folder now displays Drag items here to add them to the checklist 3 Select one or more items and drag them to this area of the item list for this folder 98 GroupWise 7 Windows Client User Guide The items now display with a check box to the left of them 3 Novell GroupWise Mailbox Mailbox feclegeris phie Jones Home Journal Notes amp Sent Items F Calendar Contacts gt Documents N Checklist Work In Progres gt Cabinet T Plans Projects Trash a a Ae Ca From Sent Items Contacts B online x Mailbox 2 NewMail New Appt GS Address t Filter Subject Mike Palu Work Mike Palu Ademe heek Tabitha Hu Sophie Jones Sophie Jones Mike Palu deleted shared folder iga Eeh Hapit Check Schedule One on One Lunch 2 17 2005 12 3 2 17 2005 12 24 OHHROOH2E 9 22 2004 12 12 4 26 2005 12 1 4 26 2005 11 45 Total 6 4 To arrange the items the order you want drag them to the place you want 5 To show only the items that are part of the checklist in this folder click an item in the folder click Actions gt Checklist Actions
355. olders 3 Click the A tab to see all the folders in this account or Click the Subscribed tab to see the folders you are currently subscribed to 4 Ifyou 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 then click Search 5 Click the folder name then click Subscribe or To unsubscribe to a folder click the folder name then click Unsubscribe 6 Click Close 3 5 13 Alphabetizing the Folders in an IMAP4 Account 1 Inthe Full Folder List right click the IMAP4 account folder then click Sort Folders This option is not available if the folders are already alphabetized To access the Full Folder List click the folder list header drop down list above the Folder List it probably displays Online or Caching to indicate what mode of GroupWise you are running in then click Full Folder List 3 5 14 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 1 Click Accounts gt Account Options 2 Click the IMAP4 account then click Properties 3 Click the Advanced tab 4 Select Download external file bodies 5 Click OK then click Close Working with Items in Your Mailbox 73 3 6 Attaching Files Use Attach File to send one or more files to other users You can attach a
356. om coolsolutions gwmag http www novell com coolsolutions gwmag 42 GroupWise 7 Windows Client User Guide Logging in to GroupWise This section tells you about GroupWise login options and GroupWise passwords e Section 2 1 Logging In to GroupWise on page 43 e Section 2 2 Assigning Passwords to Your Mailbox on page 45 2 1 Logging In to GroupWise When you start GroupWise you might 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 Your system administrator might restrict the GroupWise modes you can log in to You can use a startup option to force the Startup dialog box to be displayed when you start Group Wise e Section 2 1 1 Logging In to Your Mailbox on page 43 e Section 2 1 2 Logging in to Your Mailbox from Another User s Workstation on page 44 e Section 2 1 3 Logging in to Your Mailbox from a Shared Workstation on page 44 2 1 1 Logging In to Your Mailbox 1 Start GroupWise If you have not specified a password for your Mailbox and GroupWise needs no additional information you bypass the Startup dialog box and GroupWise is displayed To force the GroupWise Startup dialog box to be displayed right click the GroupWise icon on the desktop click Properties click the Shortcu
357. on Cleanup Default Actions Signature Appearance Archive directory Custom views Save check out Caching mailbox directory C Documents and Settings mmoulder 4pplication Data Novell GroupWise C ching 3 Specify the location of your archive directory in the Archive directory field 4 Click OK For information on how to archive items in your Mailbox see Section 7 6 Archiving the Items in Your Mailbox on page 181 14 5 Changing the Priority of Items You Send 1 To change the priority of one item open an item view click the Send Options tab then click General or To change the priority of all items you send click Tools gt Options then double click Send 2 Select High Priority Standard Priority or Low Priority 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 Customizing GroupWise 369 14 6 Customizing Headers The following steps affect all of your GroupWise headers Headers display above your Folder List Mailbox Quick Viewer and sent and received messages These changes affect headers on your current workstation 1 Right click the header then click Header Text Color 2 Click a color then click OK 3 Right click the header click Header Font Size then click a font size 4 If you don t want Quick Info to display right click the header then select Disable Qu
358. on the system administrator can use this information to restore specific versions of deleted documents 13 7 2 Viewing the Activity of a Document 1 Click the document reference in your Mailbox 2 Click File gt Properties Creating and Working with Documents 321 3 Click the Activity Log tab Document 9 Document Version Sharing Activity Log Personalize Show selected version O Show all versions Activity log Date Name Action Version 5 27 2005 2 34 am Mike Palu Viewed 5 27 2005 2 34 am Mike Palu Viewed 5 27 2005 2 34 am Mike Palu Viewed 5 27 2005 2 34 am Mike Palu Viewed 5 27 2005 2 34 am Mike Palu Viewed 5 27 2005 2 34 am Mike Palu Viewed 5 27 2005 2 33 am Mike Palu Downloaded Yersior 5 27 2005 2 33 am Mike Palu Downloaded Yersior 5 27 2005 2 33 am Mike Palu Created Status Available Any document activity appears in the list box check out check in delete and so forth 13 7 3 Viewing Who Has a Document Open or Checked Out To view document activity you must have View rights for the selected document version 1 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 clicking File gt Properties then clicking the Version tab 13 8 Checking Out Documents Use Check Out when you want to lock the documents you
359. on then click Reply 9 10 The Reply dialog box is displayed showing Reply to Sender selected you cannot select Reply to All If you want your reply to include the sender s original message select Include Message Received From Sender Click OK Type a message for example I will be out of the office from September 3 September 10 If you need assistance during this time please contact Martha Robbins at extension 1234 Click OK Click Save verify that the rule has a check mark next to it indicating that it is enabled then click Close Rules that trigger a reply such as this vacation rule keep a record of who a reply has been sent to and make sure that a reply is sent only once to that user 7 8 5 Creating a Rule to Forward All Mail to a Private Mail Account 1 Click Tools gt Rules then click New 2 Type a name in the Rule name field such as Forward Rule Managing Your Mailbox O N Oo WwW 11 12 Click the When event is pop up list then click New Item Next to And items are select Received Make sure no other item source is selected Select Mail under Item types Click Add Action then select Forward Type the address that you want the items forwarded to in the To field Type a subject you want to use for forwarded items for example frwd Optional Type a name of a filter to use for forwarded items Optional Type a message for all forwarded items Click OK Click Save verify that the rule has a
360. on 8 3 Searching for Users and Resources on page 232 Section 8 4 Using LDAP in the Address Book on page 234 Section 8 5 Using Groups to Address Items on page 237 Section 8 6 Importing and Exporting Addresses and Address Books on page 241 Section 8 7 Changing How Information Displays in the Address Book on page 244 Section 8 8 Printing Labels and Lists from the Address Book on page 247 Section 8 9 Using the Address Selector and Address Book to Send Messages on page 249 Section 8 10 Using Frequent Contacts on page 250 Section 8 11 Creating Personal Address Books on page 252 Section 8 12 Setting Personal Address Book Properties on page 256 Section 8 13 Viewing Groups Organizations or Resources in the Address Book on page 259 Section 8 14 Advanced Address Book Options on page 260 8 1 Understanding Address Books Click a link below to learn about different types of address books Section 8 1 1 Using the Address Book the Address Selector and the Contacts Folder on page 226 Section 8 1 2 System Address Book on page 229 Section 8 1 3 Frequent Contacts Address Book on page 229 Section 8 1 4 Personal Address Books on page 229 Section 8 1 5 LDAP Address Books on page 230 Section 8 1 6 Shared Address Books on page 230 Using the Address Book 225 8 1 1 Using the Address Book the Address Selector
361. on about an Item 0 0 0 ee eee 184 7 7 3 Printing Calendars 5 5 5 a6 nrs pieren reniet cir tori EEA i epai E pba 184 Creating Rules rial a a a a a Pee ee 185 7 8 1 Actions a Rule Can Perform 0 0 0 0 cece tees 185 7 8 2 Events That Trigger a Rule 1 eae 187 7 8 3 Creatingia Rule e020 eee ieee Vie Gat ee Rei Ree ee 188 7 8 4 Creating a Vacation Rule or Auto Reply 0 0 cee ee eee 188 7 8 5 Creating a Rule to Forward All Mail to a Private Mail Account 189 7 8 6 Copying a Rule to Make a New Rule 0 cece ee 190 7 8 7 Editing Rulen cvs eet Pe eee par ee ee Rees bee eee 190 7 8 8 Deleting a Rule oie a ee ea ee ee be seperate ain ee 8 190 7 8 9 Limiting Items Affected by a Rule 0 0 0 ee eee 190 7 8 10 Running a Rule Manually 0 0 cette 191 7 8 11 Enabling or Disabling a Rule 2 eee 191 Giving Other People Access to Your Mailbox 6 0 0 cee eae 192 7 9 1 Receiving Proxy Rights irra 04 0 niin ee ee ee Oa we eee bea 192 7 9 2 Assigning Proxy Rights to Another User 0 2 0 0 00 cece eee eee 192 7 9 3 Adding and Removing Proxy Names and Rights in Your Access List 193 7 9 4 Managing Someone Else s Mailbox or Calendar 00 eee eee 194 7 9 5 Adding and Removing Users in Your Proxy List 000002 e eres 195 7 9 6 Marking an Item Private 0 0 ete 195 Saving Items in Your Mailbox 1 0 0 0 ce tenes 196 7 10 1 Savi
362. on 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 12 2 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 provider you would like to use in Security Options Open an item view Click the To field type a username then press Enter Repeat for additional users Click to digitally sign the item Click to encrypt the item Type a subject and message Click Send on the toolbar NO on Ff WwW DN 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 12 3 Digitally Signing or Encrypting All Items 1 Click Tools gt
363. on page 331 Section 13 13 Opening Documents on page 332 Section 13 14 Storing Multiple Versions of a Document on page 334 Section 13 15 Managing Groups of Documents on page 335 Section 13 16 Viewing Documents When Your Network or GroupWise Is Unavailable on page 354 Section 13 17 Integrating GroupWise with Your Applications on page 356 Section 13 18 Returning Documents to the Library on page 361 Section 13 19 Replacing a Document with a File from Backup on page 363 Creating and Working with Documents 299 13 1 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 Figure 13 1 Mailbox View Novell GroupWise Caching Mailbox DER Calendar Sent Items Contacts caching x Malbos 2 New Mal New Appt y Address Book Filter E Cabinet From Subject Date Plans C Sophie Jones Core Team Meeting 1 16 2003 9 00 am eae Sophie Jones Lunch Meeting 1 17 2003 12 30 pm Sophie Jones News from Payroll 1 22 2003 5 12 pm Alfons Skoczylas What s a good time 5 14 2003 4 43 pm Alfons Skoczylas Re What s a good time 5 14 2003 4 47 pm Admin GWCheck GWCheck Report 10 17 2003 12 00 am Mike Palu test 4 19 2005 12 00 am Mike Palu One on One 5 20 2005 10 00 am Mike Palu test 5 20 2005 9 49 pm Mike Palu Signature Test 5 20 2005 9 51 pm Mike Palu Sig 2 5 20 20
364. onnected Sd You are disconnected g You are sending items You are receiving items Connection Log Use the Connection Log to display connection information and to troubleshoot connection problems This log includes information about connection time error messages and so forth GroupWise uses three Connection Log files to log the connection information remote 1 log remote2 log and remote3 log Group Wise uses the next log file each time you run Group Wise in Remote mode 9 8 2 Creating a Modem Connection Contact your system administrator for your gateway s phone number login ID and password 1 Click Accounts gt Send Retrieve gt GroupWise Options 2 Click Configure click Connect To then click New 3 Make sure Modem is selected then click OK Modem Connection General Advanced Connection name Phone Number Country Code AreaCode Telephone Number United States of America 1 Gateway settings Gateway login ID Password 4 Inthe Connection name field type a description 5 Click the country code then type the area code and phone number for the gateway to your GroupWise system 6 Type the gateway login ID 7 Click Password type the gateway password click OK retype the password then click OK Using Remote Mode 275 8 Click the Advanced tab Modem Connection General Advanced Modem settings Modem RAS PPPoE Line0000 PPPoE YPN Modem sc
365. ook 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 click Edit gt Copy To select a personal address book then click OK 8 4 3 Establishing a Secure Connection to a Directory Service 1 Inthe Main Window click Hae 2 Click the LDAP Address Book 3 Click Directories then click a directory service on the toolbar 4 Click Properties 5 Click Connect using SSL Using the Address Book 235 6 Specify the path to your digital certificate file This file enables GroupWise to use SSL to authenticate to the LDAP server that is the directory service you have chosen Contact your system administrator to learn the location of this certificate file or obtain a certificate file from your Internet Service Provider You can click the Browse button to find the exact location of the file 8 4 4 Modifying the Properties of a Directory Service In the Main Window click A Ai on the toolbar Click the LDAP Address Book Click Directories then click a directory service Click Properties a Aa O ND Click the Connection Searching and Field Mapping tabs to find the properties you want to modify 6 Modify the properties
366. or chemical biological weaponry end uses Please refer to www novell com info exports for more information on exporting Novell software Novell assumes no responsibility for your failure to obtain any necessary export approvals Copyright 2005 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 Novell Inc has intellectual property rights relating to technology embodied in the product that is described in this document In particular and without limitation these intellectual property rights may include one or more of the U S patents listed at http www novell com company legal patents and one or more additional patents or pending patent applications in the U S and in other countries Novell Inc 404 Wyman Street Suite 500 Waltham MA 02451 U S A www novell com Online Documentation To access the online documentation for this and other Novell products and to get updates see www novell com documentation Novell Trademarks For Novell trademarks see the Novell Trademark and Service Mark list http www novell com company legal trademarks tmlist html Third Party Materials All third party trademarks are the property of their respective owners Contents About This Guide 1 Getting Started 1 1 Starting the GroupWise Client 0 0 0 0 cette 1 1 1 Running the Setup Program
367. or 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 197 You can store all of your documents in the Documents folder See Section 13 3 Organizing Your Documents on page 307 You can also make folders public by sharing them See Section 7 2 Using Shared Folders on page 160 You can create rules to automatically sort items to different folders See Section 7 8 Creating Rules on page 185 156 GroupWise 7 Windows Client User Guide This section contains the following topics e Section 7 1 1 Displaying the Full Folder List or Simple Folder List on page 157 e Section 7 1 2 Renaming Folders on page 157 e Section 7 1 3 Deleting Folders on page 157 Section 7 1 4 Creating a Personal Folder on page 157 Section 7 1 5 Creating a Shared Folder on page 158 Section 7 1 6 Moving or Linking an Item to Another Folder on page 158 Section 7 1 7 Understanding Find Results Folders on page 158 Section 7 1 8 Changing or Deleting Folder Display Settings on page 160 7 1 1 Displaying the Full Folder List or Simple Folder List 1 Click the folder list header drop down list above the Folder List it probably displays Online or Caching to indicate what mode of GroupWise you are running in 2 Cl
368. ormer address book was a MAPI service provider your conversion should be smooth If not your address books can still be imported with some reformatting Novell address books are best exported in nab format and importing address books is also more accurate if the nab format is used You can also import and export your personal groups Address books from supported POP3 and IMAP4 e mail clients can be imported using the GroupWise E Mail Client Import Utility You can also share personal address books See Sharing an Address Book with Another User on page 258 This section contains the following topics Section 8 6 1 Importing Addresses into a Personal Address Book on page 242 e Section 8 6 2 Exporting Addresses from the Address Book on page 242 e Section 8 6 3 Importing Third Party Address Books on page 242 Using the Address Book 241 8 6 1 Importing Addresses into a Personal Address Book 1 Ifyou have received a Novell personal address book as an attachment right click the attachment click Save As select the folder or floppy disk you want to save it to then click Save Novell address book files have a nab extension They are ASCII files with specific formatting If you want to import an address book file that is not from Novell look at a nab file to determine its format then mirror this format with your own address book s information See Importing Address Books from Non POP3 IMAP4 E Mail Accoun
369. ort 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 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 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 Smith 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 can 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 but you must delete all spaces outside of the 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
370. ost office or domain as long as that person is in the same GroupWise system You cannot proxy for a user in a different GroupWise system This section contains the following topics e Section 7 9 1 Receiving Proxy Rights on page 192 e Section 7 9 2 Assigning Proxy Rights to Another User on page 192 e Section 7 9 3 Adding and Removing Proxy Names and Rights in Your Access List on page 193 e Section 7 9 4 Managing Someone Else s Mailbox or Calendar on page 194 e Section 7 9 5 Adding and Removing Users in Your Proxy List on page 195 e Section 7 9 6 Marking an Item Private on page 195 7 9 1 Receiving Proxy Rights Two steps must be completed before you can act as someone s proxy First the person for whom 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 When these two steps are complete you can open your Proxy 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 7 9 2 Assigning Proxy Rights to Another User 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 inform
371. ot change the path or your changes will not be included when the routed item is sent to the next recipient Close the application IMPORTANT To be able to edit attachments in a routed item you must have the GroupWise 5 5 Enhancement Pack or higher installed 3 Inthe item select Actions gt Mark Completed then click OK You can also select the Completed check box in the item header 4 Ifthe sender has required a password to complete the item type your GroupWise password then click OK The item is sent to the next user on the route 5 Click Close 3 3 4 Addressing a Routed Item with an Address Book 1 Ina mail message or task click Address on the toolbar Working with Items in Your Mailbox 63 2 Select the Routing Slip check box 5 Address Selector Look in amp Novell Groupwise Address Book Look for Match Selected Routing Slip Address List p E Mail Extern Extern Extern Exch2000 Admin User WebPL Adam Aphid Adam Admin Role Admin Alfons Skoczylas askocz Art Ramirez aramit Rannv Ruimhlahoaa Ranne I Zontact Details x oF 2 OoBeaaaaah 3 Ctrl click names in the order you want to route the item then 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 3 4 Notifying Recipients About an Item You Have Sent 1 To notify the recipi
372. ote location see your Windows documentation TCP IP Connections TCP IP connections use an IP address and port to connect to your Online GroupWise system If you use a toll free Internet provider while you re away from your office you can avoid phone 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 Online GroupWise system via a modem connection You can use the same Internet connection to connect to your Online GroupWise system Network Direct Connections 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 Connection Status 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 Online GroupWise system and your Remote Mailbox To display detailed connection information use Show Log To display the number of requests the Online GroupWise system needs to process use Requests To stop the information transfer anytime use Disconnect In addition to the Connection Status window the icon in the Windows taskbar lets you know the status of your connection 274 GroupWise 7 Windows Client User Guide Icon Means g You are c
373. otifications for another user if that user gives you those rights in the Access List and if you are on the same post office as that user See Section 7 9 Giving Other People Access to Your Mailbox on page 192 If you are sending messages to non GroupWise systems remember that those systems must have status tracking capability in order to return the status of your outgoing message to your GroupWise 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 This section contains the following topics e Section 7 5 1 Starting Notify on page 177 e Section 7 5 2 Starting Notify When GroupWise Starts on page 177 176 GroupWise 7 Windows Client User Guide Section 7 5 3 Reading an Item from Notify on page 177 Section 7 5 4 Sending an Alarm to an Electronic Pager on page 177 Section 7 5 5 Displaying the Notify Dialog Box When You Receive Notification on page 178 Section 7 5 6 Turning Off Notification on page 178 Section 7 5 7 Setting How Often Notify Checks for New Items on page 178 Section 7 5 8 Setting Which Folders to Check for Notifications on page 178 Section 7 5 9 Setting How to be Notified on page 178 Section 7 5 10 Setting the Alarm Options on page 179 Section 7 5 11 Setting How to Be Notified When Outgoing Messages Change Status on page 179
374. ound image and inserting links For information about changing the font of items you send and receive see Changing the Font of Items You Send on page 54 and Changing the Font of Items You Receive on page 87 This section contains the following topics e Setting the Default View on page 111 e Changing the Default Font in the HTML Compose View on page 112 Setting the Default View If you do not like your default read or compose view whether it is HTML or Plain Text you can change it open an item click View then click Plain Text or HTML If you select Plain Text as your default read view then select a font style and size You can also select to force the font style and font size for all items you read To change the view in one item 1 Open an item Working with Items in Your Mailbox 111 2 Click View then click Plain Text or HTML To set the default view Click Tools gt Options Double click Environment Click the Views tab Make selections in the Default Compose View and Default Read View group boxes ak WN In the Default Read View group box select Force next to Plain Text if you want to prevent HTML only messages from being displayed automatically when no plain text version is available If you select Force a message informs you whenever an HTML only message cannot be displayed however you can still click View gt HTML to view it If you do not select Force HTML only messages are
375. oupWise Mailbox Mailbox 1 Me Enee E me it 11 0 E r eb y online x Maibox f 2 New Mail New Appt e Address Book Filter E Cabinet Subject Date Projects Q Adrnin Gcheck GWcheek Repert 104720042E Tabitha Hu Check Schedule 9 22 2004 12 12 Mike Palu Mike Palu deleted shared folder 2 17 2005 12 24 Mike Palu Mike Palu deleted shared 2 17 2005 12 3 Sophie Jones test 4 19 2005 12 12 One on One 4 26 2005 12 Sophie Jones Lunch 4 26 2005 11 45 Selected 1 Total 7 From your Mailbox you can read items reply to items and forward items you ve received You can organize items by assigning them to categories or by creating a checklist You can delegate tasks and appointments to other users You can handle unwanted Internet e mail with Junk Mail Handling You can even change an item such as a mail message to another type of item such as an appointment This section contains the following topics e Section 3 8 1 Reading Items You Receive on page 84 e Section 3 8 2 Changing the Font of Items You Receive on page 87 e Section 3 8 3 Replying to Items You Receive on page 87 e Section 3 8 4 Forwarding Items to Other Users on page 89 e Section 3 8 5 Printing Items on page 90 e Section 3 8 6 Using Categories to Organize Items on page 90 e Section 3 8 7 Changing the Subject of an Item You ve Received on page 94 e Section 3 8 8 Creating a Checklist on page 95 e Sect
376. our Mailbox on page 201 e Section 7 13 2 Deleting and Emptying Items from Your Mailbox on page 202 7 13 1 Deleting an Item from Your Mailbox 1 Inthe Main Window select one or more items then press the Delete key Managing Your Mailbox 201 2 Ifyou delete a sent item the Delete Item dialog box displays Select the appropriate Delete from option then click OK If you delete a document reference from your Mailbox only the reference is deleted The document remains in the library Deleted items are moved to your Trash and remain there until the Trash is emptied 7 13 2 Deleting and Emptying Items from Your Mailbox 1 Inthe Main Window select one or more items click Edit gt Delete and Empty Deleted items are not moved to your Trash if you select this option they are unrecoverable 7 14 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 This section contains the following top
377. ownloading the headers subjects of items you can download the complete item by opening the item while you are connected to the Internet 3 5 6 Using GroupWise to Send POP3 and IMAP4 Mail 1 Inan item you want to send click Actions gt Send Using then click the account from which you want to send or Click From then click the account The From name associated with that account will be in the From box of this item To set the default account from which items are sent click Accounts gt Account Options click an account then click Set Default Working with Items in Your Mailbox 69 3 5 7 Deleting an Item from a POP3 or IMAP4 Account 1 To delete an item from an IMAP4 or POP3 account click the item then 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 GroupWise folder or To delete POP3 items from the POP3 server as they are downloaded click Accounts gt Account Options double click the POP3 account click the Advanced tab make sure Leave a copy of messages on the server is unchecked then 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 are deleted from the
378. ox Mailbox Me enee Sent Tterns Contacts Ay Mailbox 2 NewMail D new appt Filter amp E ra l Reply Fy Accent lt F Decine oi From Subject Date Appointment Properties Personalize Dey IY Qoe AdmimGwCheek Gw Cheek Report POH FBOOS HE From Sophie Jones 4 26 2005 12 18 pm 03 Tabitha Hu Check Schedule 9 22 2004 12 12 To Mike Palu Sophie Jones a Mike Palu Mike Palu deleted shared folder 2 17 2005 12 24 When Tuesday April 26 2005 at 12 18 pm 1 Hour e Mike Palu Mike Palu deleted shared 2 17 2005 12 3 Where My Desk Sophie Jones test 4 19 2005 12 12 Subject One on One Sophie Jones One on One 4 26 2005 12 18 mike amp Sophie Jones Lunch 4 26 2005 11 45 Please come to our One on One at my office Message Selected 1 2 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 Inthe Mailbox click each item that you want to read To view an attachment click the drop down list on the Quick Viewer header then click the attachment You cannot open OLE attachments in the Quick Viewer Right click the Quick Viewer window to choose other options 4 To change how information displays in the header right click the header and choo
379. p box click Move Mass Document Operations Select the operation you want to perform The operation will affect all versions of a document Operation Change properties O Change sharing O Copy O Delete Selection method Use Find Advanced Find to select documents O Use Find by Example to select documents O Use currently selected documents Use documents listed in a file 342 GroupWise 7 Windows Client User Guide 3 oN Oo 10 In the Selection method group box click Use Find by Example to select documents then click Next Find by Example Item type Library Development Library x Document text Document number Subject Document type Ula mem Author Creator Date created Official version Current version Find only official document versions In the Library drop down list click the library you want to search In each field specify the information you want to look for Click Next In the Select library to move documents to list box click the destination library then click Next 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 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
380. p down lists are scrollable and include all encryption algorithms that are supported by the version of the Web browser installed on the vanced Security Options Encrypted item Use recipient s preferred encryption alogrithm if available C Search for recipient encryption certificates in the default LDAP directory defined in LDAP Address Book Default encryption algorithm RC2 40 bits Broadcast my preferred encryption algorithm in signed item as RC2 40 bits s Signed item Send the message portion in clear text format clear signing Include my Certificate Authority s certificates Certificate revocation Check incoming outgoing security item for revoked certificates Warm if revocation server is offline C Warn if there is no certificate revocation information in certificates S MIME compliance check Do not check certificate for S MIME compliance Check certificate for compliance with S MIME version 2 Check certificate for compliance with S MIME version 3 workstation where you are running the GroupWise client The following list is a sample 3DES 168 bits DES 56 bits RC2 128 bits RC2 40 bits RC2 50 bits RC2 54 bits RC4 40 bits 4 Make selections in the Encrypted item group box 5 Click OK twice then click Close The available encryption methods depend on the security service provider you have selected Sending Secure Message S MIME 295 12 9 Checking If the Digital S
381. pe the new password 5 Inthe Confirm new password field type the new password again click OK then click Close Removing Your Password If your system administrator has turned on LDAP authentication you are required to have a password and you cannot remove it 1 Click Tools gt Options 2 Double click Security then click the Password tab 3 Type your old password then click OK 4 Click Clear Password 46 GroupWise 7 Windows Client User Guide 5 Click OK then click Close 2 2 3 Bypassing Your GroupWise or LDAP 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 Group Wise the options your system administrator has set and other products you have installed Remember My Password When you run GroupWise on Windows 98 or higher are logged in to the network as yourself and have selected this option in Security Options or during login you are not prompted for your password on the current workstation Windows remembers the password No Password Required With eDirectory When you are logged in to Novell eDirectory as yourself on any workstation and have selected this option in Security Options you are not prompted for your password Because eDirectory has identified you the password is not required Use Single Sign On When you are logged in to eDirectory as yourself on a
382. pecified You can click Close at any time in the Find Results dialog box to cancel the preview Creating and Working with Documents 353 9 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 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 then click Next a Aa WwW N 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 Inthe Operation group box click Delete 3 Inthe 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 then click Next 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 er
383. pecifying the Search Criteria a Directory Service Uses 236 8 4 6 Changing the Length of Time a Directory Service Searches 236 8 5 Using Groups to Address Items 0 0 0 ett eee 237 8 5 1 Creating and Saving a Personal Group 0 00 ee eee eee 237 8 5 2 Addressing Items to a Group 1 tenes 239 8 5 3 Adding and Removing Contacts from a Personal Group or Corporate Distribution HAST Citak idee jah pales ow herk E ached bharbin b ed edveditobeia beim ATA 240 8 5 4 Viewing Group Information 0 0 cece eee 240 8 5 5 Deleting a Group from a Personal Address Book 000 c eee eee 241 8 6 Importing and Exporting Addresses and Address BookS 2 220000e eres 241 8 6 1 Importing Addresses into a Personal Address Book 0 0000 eee 242 8 6 2 Exporting Addresses from the Address Book 0 0000 ee eee eee 242 10 GroupWise 7 Windows Client User Guide 8 6 3 Importing Third Party Address Books 0 0 0 0 cece eee eee 242 8 7 Changing How Information Displays in the Address Book 0 0000 eee eee 244 8 7 1 Opening and Closing Address Books 0 00 e cee eet 245 8 7 2 Specifying the Columns to Display in an Address Book 55 245 8 7 3 Sorting an Address Book 0 0 0 0 cect ete nee 246 8 7 4 Viewing Links to the System Address Book 0 0 e eee eee eee 246 8 7 5 Choosing the Display Format of Nam
384. play Name 2 0 etna 380 14 27 Using Startup Options etacie eee ee ete Bek ee ee ee ee ee ee ee 380 14 27 1 Using a GroupWise Startup Option 0 0 ee eee 382 14 GroupWise 7 Windows Client User Guide 15 GroupWise Frequently Asked Questions A Documentation Updates ABW May Si 2006 lt 5 cece e Suz a ert ieee ch ape a Wt taht Ponsa ante re eee fee Fea 22 te aay A 2 November 30 2005 ea aa h aaa eee ee 15 16 GroupWise 7 Windows Client User Guide About This Guide This Novell GroupWise 7 Windows Client User Guide explains how to use the GroupWise Windows client The guide is divided into the following sections Getting Started on page 19 Logging in to GroupWise on page 43 Working with Items in Your Mailbox on page 49 Using GroupWise Messenger from Within GroupWise on page 115 Using Your Calendar on page 141 Managing Your Mailbox on page 155 Using the Address Book on page 225 Using Remote Mode on page 261 Using Caching Mode on page 279 Using Newsgroups on page 283 Sending Secure Message S MIME on page 289 Creating and Working with Documents on page 299 Customizing Group Wise on page 365 Group Wise Frequently Asked Questions on page 383 Audience This guide is intended for GroupWise users Feedback We want to hear your comments and suggestions about this manual and the other documentation included
385. ppointment task reminder note phone message can be used For information see Creating a Checklist on page 95 5 2 3 Marking Tasks Completed When you finish a task you 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 This section contains the following topics e Marking a Task Completed on page 129 e Checking the Completion Status of a Task on page 129 Marking a Task Completed 1 Click the Calendar icon on the Nav Bar 2 With the task pane displayed 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 1 Click the Sent Items folder in the Nav Bar 2 Open the task you want to check Scheduling Group and Posted Items 129 3 Click the Properties tab 5 3 Sending Reminder Notes Reminder notes are like m
386. ppt Address Book A Cabinet From Subject y Plans Sophie Jones Core Team Meeting EN Sophie Jones Lunch Meeting Sophie Jones News from Payroll Alfons Skoczylas What s a good time Alfons Skoczylas Re What s a good time Admin GwCheck GwCheck Report Mike Palu test Mike Palu One on One Mike Palu test Mike Palu Signature Test Mike Palu Sig 2 Mike Palu sig 3 test Mike Palu test3 Mike Palu test4 Mike Palu test5 Mike Palu test Mike Palu sig 6 Mike Palu Mike Palu Filter Date 1 16 2003 9 00 am 1 17 2003 12 30 pm 1 22 2003 5 12 pm 5 14 2003 4 43 pm 5 14 2003 4 47 pm 10 17 2003 12 00 am 4 19 2005 12 00 am 5 20 2005 10 00 am 5 20 2005 9 49 pm 5 20 2005 9 51 pm 5 20 2005 9 53 pm 5 20 2005 9 53 pm 5 20 2005 10 17 pm 5 20 2005 10 18 pm 5 20 2005 10 18 pm 5 21 2005 1 01 am 5 21 2005 1 31 am Mailbox Size 0 Selected 1 Total 19 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 cre
387. pting them When you digitally sign an item the recipient is able to verify that the item was not modified en route and Sending Secure Message S MIME 289 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 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 MIME 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 If you 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
388. ptions Sophie Jones cc To Mike Palu BC Start date 5 24 2005 Subject Account Novell Groupwise Folder Calendar 2 Inthe To field type a username then press Enter Repeat for additional users If necessary type usernames in the CC and BC fields or To select usernames from a list click Address on the toolbar double click each user then click OK 3 To change the From name to another account or proxy click From 7 then click a name 4 Type a subject optional and the reminder note message If you want change the font of the message text For information see Changing the Font of Items You Send on page 54 5 In the Start Date field type the date this reminder note should appear in the recipients Calendars or Click to specify a start date or auto date for your reminder note You can specify many options such as making this reminder note a high priority requesting a reply from recipients and more by clicking the Send Options tab Scheduling Group and Posted Items 131 6 Click Send on the toolbar 5 4 Accepting or Declining Scheduled Items When you receive an appointment task or reminder note you might not be able to accept In Group Wise 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 Prope
389. r The Sent Items folder and Task List folder in versions prior to GroupWise 6 5 were Find Results query folders which have some differences from the current Sent Items folder and Checklist folder This procedure restores the previous Sent Items folder or Task List folder For a comparison between the current Sent Items folder and previous Sent Items folder see Sent Items Folder on page 24 For a comparison between the current Checklist folder and the previous Task List folder see Checklist Folder on page 25 1 In the Folder List click File gt New gt Folder 2 Click Find results folder then click Predefined find results folder Managing Your Mailbox 159 3 Click Task List or All 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 7 1 8 Changing or Deleting Folder Display Settings 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 Right click any folder in the Folder List then click Properties Click the Display tab Click the display setting you want to modify in the Setting name drop down list Make any changes to the display settings in the dialog box Click Save As change the display settings name as required then click OK To delete a folder display setting click the display setting then
390. r Caching Mailboxes on a single shared computer If 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 If disk space is limited you can restrict the items that are downloaded to your local mailbox You can specify to get the subject line only or specify a size limit For more information about setting up Caching Mode see Chapter 10 Using Caching Mode on page 279 1 4 3 Remote Mode Remote mode is familiar to GroupWise users on the road Similar to Caching mode a copy of your network mailbox or the portion of the mailbox 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 Getting Started 29 30 network or TCP IP If you do not want a complete copy of your network mailbox you can restrict what is retrieved such as only new messages or only message subject lines For more information about setting up Remote Mode see Chapter 9 Using Remote Mode on page 261 1 5 Understanding Your Mailbox Your received items are stored in your GroupWise Mailbox You can quickly change what is displayed by clicking a setting on the Display drop down list You can further restrict which items display in your Mailbox by using filters See Chapter 7 Managing Your Mailbox on page 155 for more information You c
391. r Guide 3 In the Route box type a username then press Enter Repeat for each user included in the route or Click Address on the toolbar to select usernames from the Address Selector dialog box You can also specify personal groups as recipients of a routed item When you use the Address Selector dialog box the group is expanded into its members so that you can specify the order of the users in the route 4 Type a subject and message 5 Ifyou want to prevent a proxy from marking routed items Completed you can require the recipient s GroupWise password to mark the item Completed Click the Send Options tab click Security then select Require password to complete routed item 6 Click Send on the toolbar 3 3 2 Requiring a Password before Marking a Routed Item Completed To require a password for all routed items you create 1 Click Tools gt Options 2 Double click Security then click the Send Options tab 3 Select Require password to complete routed item 4 Click OK For information on GroupWise passwords see Section 2 2 Assigning Passwords to Your Mailbox on page 45 3 3 3 Completing a Routed Item 1 When you are finished with the assignment or instructions in the routed item open the item 2 Ifyou need to view and edit an attachment to the routed item open the attachment in its associated application make your changes then save the file The file is saved to your computer s temporary files directory Do n
392. r Guide 9 6 2 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 1 Run GroupWise in Online mode click Tools gt Hit the Road 2 If prompted enter your password 3 To create a Remote Mailbox setup diskette click Another Machine 4 Follow the steps in the Hit the Road Wizard inserting a blank diskette in the last step to save the setup files on Log in to Windows on the shared computer using a unique username 6 Insert the setup diskette into the shared computer then run setup exe from the diskette Make sure Group Wise is installed on the shared computer 7 Select a folder for your Remote Mailbox files then click OK This folder should not be shared with other users 8 Torun GroupWise against your Remote Mailbox each user should log in to Windows with a unique username before starting Group Wise 9 6 3 Specifying Remote Properties You can change the way Remote mode is set up including your connection time zone how often to send and retrieve items system information delete options signature and so forth in Remote Properties For information about changing your connections see Section 9 8 Configuring Your Remote Connections on page 273 This section contains the following topics e Specifying Time Zone Settings on page 265 Sending and Retrieving Items At Regular Intervals on page 266
393. r Intervals 1 In Remote mode click Tools gt Options then double click Accounts Remote 2 Make sure the remote account is marked with a check mark 3 Click the General Options 4 Select Send Retrieve All Marked Accounts every __ minutes then specify the number of minutes 5 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 To quickly turn this option on and off click Accounts gt Auto Send Retrieve It is active when a check mark is displayed Specifying User and System Information for Your Remote Mailbox 1 In Remote mode click Tools gt Options double click Accounts Remote then click General Options 2 Inthe Display name field type your first and last name This name appears in the From field of an item you send someone The name is also used as your user folder name Click OK Click the remote account click Properties then 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 N Oo kk W To change the password for your Online Mailbox click Online Mailbox Password type your Online Mailbox password then click OK Specify the new password in both fields then 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
394. r down to resize the panel Getting Started 37 1 7 Using the Nav Bar The Nav Bar is located at the top of the GroupWise window It is designed for quick access to the folders you use the most By default the Nav Bar contains the Home Mailbox Calendar Sent Items and Contacts However the Nav Bar is customizable so you can add the folders you use the most 1 7 1 Customizing the Nav Bar 1 Right click the Nav Bar then click Customize Nav Bar 2 Select the folders you want to display on the Nav Bar 3 Select a color scheme for the Nav Bar 4 Click OK 1 8 Using the Toolbar Use the toolbar to access many of the features and options found in GroupWise The toolbar at the top of a folder or item is context sensitive it changes to provide the options you need most in that location You can customize each toolbar by adding and deleting buttons choosing button order and placing separators between buttons 1 8 1 Customizing the Toolbar Display 1 Ifthe toolbar is not displayed click View gt Toolbar 2 Right click the toolbar then click Customize Toolbar 38 GroupWise 7 Windows Client User Guide 3 Click the Show tab Toolbar Properties ac Show Customize O Picture Picture and text PB 2 Picture and selected text on the right amp P Display options Single row of buttons only Multiple rows of buttons if necessary All buttons will be displayed Click how you want the toolb
395. rather than a GroupWise password With LDAP authentication you are required to have a password and you cannot remove your password If your system administrator has disabled changing your LDAP password in GroupWise you may need to change your password using a different application Contact your system administrator for more information 2 2 2 Adding Changing and Removing Your Password e Adding a Password on page 46 e Changing Your Password on page 46 e Removing Your Password on page 46 Adding a Password If your system administrator has turned on LDAP authentication your LDAP password is used to access your Mailbox rather than a GroupWise password and you cannot add a password using this method 1 Inthe Main Window click Tools gt Options 2 Double click Security then click the Password tab 3 Inthe New password field type the password 4 In the Confirm new password field type the password click OK then click Close Changing Your Password If your system administrator has turned on LDAP authentication and has disabled changing your LDAP password in GroupWise you might need to change your password using a different application Contact your system administrator for more information 1 Inthe Main Window click Tools gt Options 2 Double click Security then click the Password tab 3 Inthe Old password field type the password you want to change then press the Tab key 4 Inthe New password field ty
396. re 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 might 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 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
397. ress Book on page 250 8 9 1 Using the Address Selector to Address an Item click Etes on the toolbar 1 Inan item you are composing 2 Select an address book from the Look in drop down list 3 Double click the names you want as primary To recipients of your message 4 To address carbon copy recipients click CC then double click the names you want 5 To address blind copy recipients click BC then double click the names you want 6 Click the drop down list to show only contacts groups or resources in your list Using the Address Book 249 7 Click the Match drop down list to select how you want to locate a recipient by name last name or first name then type the recipient s name 8 Click OK If you know the person s name begin typing it in the To field 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 8 9 2 Sending Mail from the Address Book 1 Inthe Main window click on the toolbar S Address Book File Edit View Help i New Details Delete a Action Online T Frequent Contacts Name Compl
398. ript oO Disconnect method Redial When all updates are received Anenote g Do not wait for responses O Manually Retry interval 1 min 9 If your modem requires a script click Edit Script then specify the necessary When Given and Respond With commands To save the script without changing its filename click Save then click Close or To save the script with a new filename click Save As then click Close 10 To retrieve an existing script file click Select the script file then click Open 11 Click a disconnect method 12 Inthe Attempts box specify the number of times to redial if the line is busy 13 In the Retry interval box specify the time interval between each redial attempt 14 Click OK then click Close 9 8 3 Creating a TCP IP Connection 1 Click Accounts gt Send Retrieve gt GroupWise Options 2 Click Configure click Connect To then click New 3 Click TCP IP then click OK TCP IP Connection Connection name I m Ce L IP Address IP Port Disconnect method When all updates are received Do not wait for responses Manually 276 GroupWise 7 Windows Client User Guide 4 Type a descriptive name for the TCP IP connection 5 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 field Check with your system administrator 6
399. roblem posting an item to a newsgroup for example the NNTP server reports an out of disk space error your message is saved in your Work in Progress folder so that you can try to post it again later 11 6 Adding a Signature to All Newsgroup Items You Send Click Accounts gt Account Options Click the News tab click Properties then click the Signature tab Click Signature or Electronic business card vCard kh O N If you selected Signature type the text you want as the signature in the Signature field This signature is different from the one you can create for regular GroupWise messages or for IMAP or POP3 accounts 5 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 6 Click OK 11 7 Changing the Display Name for Newsgroup Postings 1 Click Accounts gt Account Options 286 GroupWise 7 Windows Client User Guide 2 Click the News tab then click General Options Novell GroupWise Properties General Advanced Signature Type the name you will use to refer to this account Account type Groupwise From name Mike Palu Organization E mail address Include this account when doing Send Retrieve on All Marked Accounts 3 Type a display name 4 Click OK 11 8 Updating the Local Newsgroup Folder 1 Click Accounts gt Account Options 2 Click the News tab then click Ge
400. rors 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 see the outcome of the delete without actually deleting the documents 7 Click Finish to delete the documents 13 16 Viewing Documents When Your Network or GroupWise Is Unavailable 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 GroupWise 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 modes 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 354 GroupWise 7 Windows Client User Guide 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 R
401. roup box click the rights you want to give the user to the selected group of documents 9 Ifyou want to specify sharing rights for specific versions click Version level security specify the rights for each version then 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 13 15 8 Deleting a Group 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 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 This section contains the following topics e Deleting a Group of Do
402. roupWise 7 Windows Client User Guide If you select the Junk Mail Handling option to only accept mail from contacts in personal address books you will be able to receive mail from any contact in the Frequent Contacts address book For more information see Junking E Mail From Users Not In a Personal Address Book on page 107 This section contains the following topics e Section 8 10 1 Using Frequent Contacts to Address Items on page 251 e Section 8 10 2 Setting Frequent Contacts Options on page 251 e Section 8 10 3 Using Predefined Filters for the Frequent Contacts Address Book on page 252 8 10 1 Using Frequent Contacts to Address Items 1 Click B in an item you are composing 2 Select Frequent Contacts from the Look in drop down list 3 Double click the names you want then click OK The Frequent Contacts address book can be closed but it cannot be deleted 8 10 2 Setting Frequent Contacts Options 1 Inthe Main Window click on the toolbar 2 Click the Frequent Contacts address book 3 Click File gt Properties then click the Options tab Frequent Contacts Properties General Options Sharing C Save addresses of items that are received C From external sources Internet C From internal sources Save addresses of items that are sent To external sources Internet To internal sources C Delete addresses not referenced within time period Using the Address Book 251 4 Select
403. roupWise 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 Using Remote Mode 271 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 charges 1 If you re running GroupWise in Online mode click Tools gt Hit the Road type your Online Mailbox password select a connection phone number if prompted then click OK or If you re running GroupWise in Remote mode click Accounts gt Send Retrieve gt GroupWise Options 2 Click System Address Book then click Filter System Address Book Filter Filter Include entries where Cancel 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 click an operator then type your search criteria in the box or click a value if provided For example click J then type Accounts to search for addresses from the Accounts department Use the opera
404. 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 When comments are added to an attachment all subsequent users on the route see the comments The final user on the route sees 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 external recipient will not be able to mark it and sent to the next user on the route If you want to prevent a proxy from marking routed items Completed you can require a password to complete a routed item This section contains the following topics e Section 3 3 1 Creating a Routed Item on page 62 e Section 3 3 2 Requiring a Password before Marking a Routed Item Completed on page 63 e Section 3 3 3 Completing a Routed Item on page 63 Section 3 3 4 Addressing a Routed Item with an Address Book on page 63 3 3 1 Creating a Routed Item 1 Open a mail message or task 2 Click Actions gt Routing Slip Mail To File Edit View Actions Tools Accounts Window Help gt B send 3 Cancel Gl address A H 4 A l A A A A 3 SpellCheck Mail Send Options From v Sophia Jones Route Subject Account Novell GroupWise 62 GroupWise 7 Windows Client Use
405. rs on page 120 e Section 5 1 2 Rescheduling an Appointment on page 121 Scheduling Group and Posted Items 119 Section 5 1 3 Rescheduling Recuring Appointments on page 122 Section 5 1 4 Canceling an Appointment on page 122 Section 5 1 5 Scheduling an Appointment for Yourself on page 122 Section 5 1 6 Checking When Everyone Is Available on page 124 Section 5 1 7 Formatting Your Appointments in ICAL on page 126 5 1 1 Scheduling an Appointment for Other Users 4 Click LE on the toolbar In the To field type a username then press Enter Repeat for additional users In addition include any resource IDs such as conference rooms in the To field If necessary type usernames in the CC and BC fields or To select usernames or resources from a list click Address on the toolbar double click each user then click OK To change the From name to another account or proxy click From 7 then click a name 4 Type the place description in the Place field Specify the start date or Click to specify a date or auto date for your appointment or Select All Day Event for an all day event Specify a start time and duration Duration can be in minutes hours or days 7 Specify how you want the appointment to appear as Appointments can appear as Free Tentative Busy or Out of the Office Type a subject and message 120 GroupWise 7 Windows Client User Guide If you want chan
406. rties To assign multiple categories to an item assign a category to a new item you are composing or assign a category that does not display on the right click menu 1 Right click an item in your Mailbox or Calendar click Categories then click More or Open an item in your Mailbox or Calendar click the Personalize tab then click Edit Categories or Open a new item to compose click the Send Options tab then click Edit Categories 2 Select the check box of the category you want to assign or Type a new category name in the text box next to Add then click Add If you assign one of the default categories Follow Up Low Priority Personal and Urgent to an item you are sending the item arrives in the recipient s Mailbox with that category assigned If you assign a category that you created to an item you are sending the item arrives in the recipient s Mailbox with no category assigned 3 To change the color of an existing category or assign a color to a new category select the category name click Edit Color click a color then click OK 4 To assign additional categories to this item select the check boxes of those categories When you assign multiple categories to an item the color of the primary category is the color that will show in the Item List When you sort the Item List by category items are sorted by 92 GroupWise 7 Windows Client User Guide their primary category By default the first category you assign is
407. rties 1 Open the appointment task or reminder note 2 Click Accept or Decline on the toolbar or Click the down arrow to the right of the button to select an Accept level of availability or to select Decline with Options 3 Ifyou selected Decline with Options you can type a comment optional then click OK By default the sender can view your comment by viewing the item properties in the Sent Items folder However for more noticeable notification when someone declines an item the sender has the option under Tools gt Options gt Send gt Appointment Task Reminder Note to set Return Notification When Declined to Mail Receipt Notify or both 4 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 5 4 1 Accepting or Declining Resource Requests You can accept or decline resource requests only if you are the resource owner and have been granted Read and Write rights 1 Inthe Main Window or Calendar click File gt Proxy or Click the folder list header drop down list above the Folder List it probably displays Online or Caching to indicate what mode of GroupWise you are running in 2 Click the resource you own If the resource you own isn t listed click Proxy type the name of the resource you own in the Name field then click OK 3 Double click the item you need to accept or decline 4 Click A
408. running 4 1 Using GroupWise Messenger from Within GroupWise The following GroupWise Messenger options are available within GroupWise e Section 4 1 1 Displaying the GroupWise Messenger Presence on page 116 e Section 4 1 2 Sending an Instant Message From the GroupWise Messenger Presence on page 116 e Section 4 1 3 Sending an Instant Message From the File Menu on page 116 e Section 4 1 4 Displaying the GroupWise Messenger Contact List on page 116 e Section 4 1 5 Adding Contacts from GroupWise to GroupWise Messenger on page 116 Using GroupWise Messenger from Within GroupWise 115 e Section 4 1 6 Specifying Whether or Not to Start GroupWise Messenger When Group Wise Starts on page 117 e Section 4 1 7 Displaying GroupWise Messenger Options on page 117 4 1 1 Displaying the GroupWise Messenger Presence In GroupWise you can see the GroupWise Messenger Presence information for people who are in your corporate address book The presence information is displayed in three places the Quick Info in the To CC and BC fields of an item the From field of a received item and the Quick Info of a contact in the Address Book From the GroupWise Messenger Presence you can send a message to contacts who are online or idle 4 1 2 Sending an Instant Message From the GroupWise Messenger Presence 1 In GroupWise click the Address Book icon 2 Click the person you want to send a message to 3
409. rver C My server requires authentication Login name Password E mail address mpalu corporate com From name Meu o S 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 5 Ifthe server requires authentication click My server requires authentication then fill in the Login name and Password fields 6 Fill in the E Mail address and From Name fields then click Next 7 Click Connect through my local area network LAN or Click Connect using my modem and phone line click a dialing option then click a connection in the Dial Up Networking connection to use list box 8 Click Next 9 Type a folder description position the folder in the Folder List then click Finish 11 2 Deleting a News Account 1 Click Accounts gt Account Options 2 Click the News tab click the account you want to delete then click Remove 3 Click Yes 284 GroupWise 7 Windows Client User Guide 11 3 Subscribing to a Newsgroup 1 Click Accounts gt Account Options 2 Click the News tab click an account then click Newsgroups Accounts Mail News Close Marked Account Type Incoming Server Add Group News NNTP nntp groupwise Remove Properti
410. s Update Your Remote Mailbox N ove Your Remote Mailbox will be updated with the following items that are checked Items Mail Appt etc Rules System Address Book Personal Address Book C Documents C Junk Mail Lists Show Status Window 2 To retrieve items make sure Items is selected click Advanced click a tab if available click an option then click OK If you specify to limit the items you retrieve for example by selecting Get Subject Line Only or setting size limits you can download the rest of the item or items later See Retrieving Items That Were Not Completely Downloaded on page 270 If you are in Remote mode and only want to download new items select New Only on the Retrieve tab 3 Click OK To retrieve rules click Rules to select it 5 To retrieve addresses from the system Address Book click System Address Book to select it click Filter specify the addresses to retrieve then 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 For more information about filtering the system Address Book see Filtering the System Address Book for Your Remote Mailbox on page 271 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 click Doc
411. s on page 80 Notify can send you a notification when recipients have accepted declined or completed items For more information see Receiving Notification About Items You Send on page 81 All scheduled items can be retracted or rescheduled even if the recipients have already opened and accepted them For more information see Retracting Items You ve Sent on page 80 and Rescheduling an Appointment on page 121 For more information about managing items after they have been sent or received see Section 3 7 Managing Sent Items on page 78 and Section 3 8 Managing Received Items on page 84 This section contains the following topics e Section 5 1 Scheduling Appointments on page 119 e Section 5 2 Sending Tasks on page 126 e Section 5 3 Sending Reminder Notes on page 130 Section 5 4 Accepting or Declining Scheduled Items on page 132 Section 5 5 Accepting or Declining Internet Items on page 132 e Section 5 6 Specifying a Time Zone for an Appointment on page 133 Section 5 7 Scheduling Recurring Items on page 134 5 1 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 This section contains the following topics e Section 5 1 1 Scheduling an Appointment for Other Use
412. s Enter The item you have created displays as a posted mail item in the position you selected and the item that was originally in that position is moved down one position in the checklist 6 To add additional information to this item open it and type additional text on the Mail tab 7 To assign a due date to the item open it click the Checklist tab click Due on then click a date Moving an Item to the Checklist Folder 1 Right click a selected item or items then click Move to Checklist Folder You can also open an item click Actions gt Move to Checklist Folder The item or items are moved from this folder to the Checklist folder where you can arrange them in the order you want assign due dates mark them Completed and so forth You can only move items to the Checklist folder from a shared folder if you are the owner of the shared folder To return an item to its original folder drag the item from the Checklist folder to the original folder Marking an Item to Display in the Checklist Folder Use this action to display an item in the Checklist folder without moving the item to the Checklist folder 1 Click an item or select multiple items 2 Click Actions gt Show in Checklist The item or items stay in the original folder but they also display in the Checklist folder where you can arrange them in the order you want assign due dates mark them Completed and so forth You can also open these items in their original f
413. s and rights to selected documents O Replace share lists for selected documents Name Share list Name Security Rights for all versions 7 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 to replace the existing Share List for each document in the group 8 Inthe Name field type the name of the user for which you want to modify sharing then click Add User 9 Inthe Share list click the name of the user for whom you want to modify sharing rights 10 In the Rights for all versions group box click the rights you want to give the user to the selected group of documents 11 Ifyou want to specify sharing rights for specific versions click Version level security specify the rights for each version then click OK 12 Click Next 13 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 14 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 15 Click Finish to modify the document sharing Changing Sharing Rights for Selected Documents 1 In your Mailbox or folders select the d
414. s check box kh O N 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 5 Most applications have only one executable filename however if the application you selected has two executable files for example WordPerfect click Advanced then click the Executable tab Type the name of the main executable file in the Dual Executable filename field then click OK 6 Click Enabled then click OK 13 17 5 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 GroupWise 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 Group Wise to display a warning message when Group Wise loses contact with 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 GroupWise to wait for non integrated applications to open This section contains the following topics e Turning the Warni
415. s especially useful for collapsed discussion threads because it saves you the time of expanding each thread to check if there are newly posted items This section contains the following topics e Reading Items in Your Mailbox on page 85 e Reading HTML Items on page 85 e Reading Items in the Quick Viewer on page 85 e Marking an Item Unread on page 86 Reading Items in Your Mailbox 1 Double click the item you want to read Reading HTML Items For information about reading items that were composed in HTML see Viewing and Composing Items in HTML on page 111 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 each item you simply click an item or press the Down arrow to read your items If you click a document reference the document displays 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 Working with Items in Your Mailbox 85 You can specify that some folders show QuickViewer every time you open them while others never show Quick Viewer 1 Click EE on the Nav Bar 3 Novell GroupWise Mailb
416. s to the System Address Book on page 246 e Section 8 7 5 Choosing the Display Format of Names on page 246 8 7 1 Opening and Closing Address Books 1 Inthe Main Window click on the toolbar 2 Click File gt Open Book Open Address Book Available address books reauent Contacts Friends Sophie Jones If all of your address books are open Open Book is dimmed 3 Click or Ctrl click one or more address books then click OK 4 To close an address book select the address book click File gt Close Book Closing an address book does not delete it you can open it again at any time 8 7 2 Specifying the Columns to Display in an Address Book 1 Inthe Main Window click on the toolbar or gaj Address Click in an item you are composing 2 Click the address book where you want to change the displayed columns 3 Right click a column heading then click a column name Using the Address Book 245 If the column name is not displayed click More columns To add a column click the column in the Available columns list box click Add then click OK Address Book Column Selection Available columns Selected columns Additional Routine Address E Mail Address AIM IM Screen Name Office Phone Number Birthday Department Category Cellular Phone Number E B ity Comments Country Domain eDirectory Distinguished N E Mail Type Fax Number First Name Column position Generation Col
417. s wa eae Se oe Dy en eee ee be 160 7 2 1 Sharing an Existing Folder with Other Users 0 0 0 cee eee eee 161 7 2 2 Posting a Message to a Shared Folder 00 00 e eee eee 162 7 2 3 Viewing Discussion Threads in a Shared Folder 00 0 eee eee 162 7 3 Managing Contacts Through Your Mailbox 0 0 cee tee 162 7 3 1 Managing Contacts l e ee see Satie Sate ga heb he pes pon eae ele eel 164 7 3 2 Managing GroupS 0 0 eee eee 166 7 3 3 Managing Resources ia eis dae ees bead BE ee ha eee ee 167 7 3 4 Managing Organizations 0 ete eee 168 7 3 5 Changing the Address Book for the Contacts Folder 000 169 7 3 6 Sending a Mail Message from a Contact 0 0 0 0 eee eee 169 7 3 7 Changing the Display Name of a Contact 0 00 c eee eee 170 7 3 8 Viewing All Correspondence You Have Had with a Contact 173 7 4 Using Mailbox Storage Size Information 0 0 c cee 174 7 4 1 Viewing Your Mailbox Size Information 0 0 eee eee 175 7 4 2 Deleting Items from Your Mailbox Using Mailbox Storage Size Information 175 7 4 3 Archiving Items from Your Mailbox Using Mailbox Storage Size Information 176 TO Running Notify o see usa Sess dense pally eel eea a tee Andes A bed hed arinei ay i 176 7 5 1 Starting Notify osre rse eee eree ees te ee hoe ee RE OR we eee he 177 7 5 2 Starting Notify When GroupWise Starts 0 0 0 0 2c ce
418. s you have depends on the rights you have been given 1 Ifyou 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 195 2 Inthe Main Window or Calendar click File gt Proxy or Click the folder list header drop down list above the Folder List it probably displays Online or Caching to indicate what mode of GroupWise you are running in then click Proxy 3 Click the name of the person whose Mailbox you want to access 194 GroupWise 7 Windows Client User Guide 4 When you have finished your work in the other person s Mailbox click the folder list header drop down list then 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 click New Main Window then 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 Section 6 4 Using the Multi User Calendar on page 146 7 9 5 Adding and Removing Users in Your Proxy List 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 your Proxy List The amount of access you have
419. sage then click Print 2 Inthe Name field select the printer to use 3 Inthe tems to print field select the items to print then click Print To display a header on the page when printing an item 1 Right click a text item then click Printer Preview Options 2 Inthe Job Name field add a 3f to display the filename and a p to display the path 3 Click OK 3 8 6 Using Categories to Organize Items Categories provide you with a way to organize your items You can assign a category to any item including contacts You create and add categories and can give each category an identifying color The colors display in the Item List and in the Calendar Figure 3 3 Mailbox Showing Items With Categories 3 Novell GroupWise Mailbox Calendar Sent Items Contacts Filter B an Subject Plans O A Aieri a a a Fe Project Tabitha Hu Check Schedule 9 22 2004 12 12 Mike Palu Mike Palu deleted shared folder 2 17 2005 12 24 Mike Palu Mike Palu deleted shared 2 17 2005 12 3 Sophie Jones test 4 19 2005 12 12 Sophie Jones Sophie Jones Selected 1 90 GroupWise 7 Windows Client User Guide Figure 3 4 Calendar Showing Items With Categories 3 Novell GroupWise Calendar DER Home Mailbox i tms Co TAS Filter 6 2005 Wed 427005 Thu Ap You can assign more than one category to an item and specify which category is the primary one The color of the prim
420. scape documentation for how to do this then import the certificate 292 GroupWise 7 Windows Client User Guide to Group Wise For more information see Section 12 12 Importing or Exporting Security Certificates on page 297 6 In GroupWise click Tools gt Options double click Security then 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 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 only works with Microsoft Enhanced Cryptographic Provider 8 Click OK 9 Double click Certificates click the certificate you want to use then click Set As Default 10 Click OK then click Close 12 5 Selecting a Security Service Provider 1 From the Main window click Tools gt Options 2 Double click Security then click the Send Options tab 3 Select a security service provider from the Name drop down list 4 Click OK then click 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 sec
421. se options For more information see Section 14 6 Customizing Headers on page 370 5 To close the Quick Viewer click 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 Inthe Mailbox click the item in the Item List 2 Click Actions gt Read Later Marking an item you have opened unread does not change the status of the item in Properties For example if you have opened an item then marked the item unread the sender of the item still sees the item status as Opened in the Properties window 86 GroupWise 7 Windows Client User Guide 3 8 2 Changing the Font of Items You Receive This information applies to reading an item in an item view or in the Quick Viewer 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 th
422. se the same password in Remote mode or choose a new one For more information about passwords see Section 2 2 Assigning Passwords to Your Mailbox on page 45 9 2 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 9 3 Remote Connection Types When you run GroupWise in Remote mode you can connect to your Online GroupWise system through a modem connection a network direct 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 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 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 comnection or a
423. self on another user s computer The other user remains logged on to the network bl 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 380 GroupWise 7 Windows Client User Guide This Startup Option Does This ipp port_number Lets you specify the IP port when you are running in client server mode l xx Applies only if you have two or more language versions or language modules This option 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 Na network_id Lets you log on to another user s computer using your network ID The other user remains logged on to the network nu Turns off AutoRefresh If this option is selected click View then click 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 off
424. sible to view the contents of documents outside of Group Wise 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 After 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 300 GroupWise 7 Windows Client User Guide 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 GroupWise and is not controlled by the sharing rights assigned in Group Wise Specifying a Default Library The default library is where all your documents are stored and the library where Find searches for documents 1 Click Tools gt Options then double click Documents 2 Click the library you want to use as a default 3 Click Set Default then click OK 13 1 2 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 Caching Mailbox Mailbox Me enee ee E E B cachinay x Mailbox NewMail v New A
425. splay in your calendar view You can create a unique color for each calendar making it quickly identifiable in the calendar view You can share each calendar or all calendars with other users If you have automatic archiving set items that have been archived are no longer displayed on your calendar To make them appear on your calendar unarchive the item from your archive calendar For more information on how to unarchive an item see Section 7 6 3 Unarchiving Items on page 182 Use the Show and Filter drop down lists in the Calendar header to filter for scheduled items according to category or other filter criteria Many types of calendar views and printouts are available to let you choose the one that displays the information you need This section contains the following topics e Section 6 1 Viewing Your Calendar on page 142 e Section 6 2 Reading an Item in Your Calendar on page 145 e Section 6 3 Saving an Item in Your Calendar on page 145 Section 6 4 Using the Multi User Calendar on page 146 e Section 6 5 Printing Calendar Items on page 148 Section 6 6 Changing the First Day of the Week in Your Calendar on page 150 Section 6 7 Viewing a Different Date in the Calendar on page 150 e Section 6 8 Viewing All Day Events in the Calendar on page 150 e Section 6 9 Setting Alarms for Calendar Items on page 150 For additional calendaring and scheduling in
426. st Bophie Prefix Middle Suffix Last Jones Display Sophie Jones Email Address Phone p i 11006 Add Office x Home Mobile O Fax O Pager sjones corporate com Remove Edit nstant Messaging v Add Remove Edit You can also click the Display drop down list to select Last First or First Last for example Hu Tabitha or Tabitha Hu 6 Click OK 172 GroupWise 7 Windows Client User Guide The next time you address a message Name Completion fills in this Display Name Mail To mpalu corporate com File Edit View Actions Tools Window Help Send 3 Cancel DB address A X Sophie Jones ex mpalu corporate com BC Subject eee Account Novell GroupWise 7 3 8 Viewing All Correspondence You Have Had with a Contact Use the History tab to view all correspondence you have had with a contact 1 From the Full Folder List click the Contacts folder To access the Full Folder List click the folder list header drop down list above the Folder List it probably displays Online or Caching to indicate what mode of GroupWise you are running in then click Full Folder List 2 Double click a contact 3 Click the History tab Managing Your Mailbox 173 All items you have received from or sent to this contact display amp Mike Palu Frequent Contacts Ite
427. st connection 5 25 2005 4 14 pm Status Waiting to be Sent Waiting to be Sent Waiting to be Sent Waiting to be Sent Waiting to be Sent Waiting to be Sent Waiting to be Sent Waitina to be Sent Date Requested 5 25 2005 4 08 p 5 25 2005 4 08 p 5 25 2005 4 08 p 5 25 2005 4 09 p 5 25 2005 4 09 p 5 25 2005 4 09 p 5 25 2005 4 09 p 5 25 2005 4 14 gt To prevent a request from being processed click the request then click Delete Only requests that haven t been sent to the master GroupWise system and have the Waiting to be Sent status can be deleted If you ve already sent a request to the master GroupWise system you cannot cancel the request 9 7 4 Retrieving Items That Were Not Completely Downloaded If you set size limit restrictions or specified Subject Line Only when you downloaded items you might have items in your Remote Mailbox that are only partially 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 9 7 5 Using Busy Search in Remote Mode 1 Create a new appointment 2 To select the first possible meeting day click then click a date 270 GroupWise 7 Windows Client User Guide 3 Click Busy Search on the toolbar Busy Search Star
428. t Account Novell GroupWise If you want you can change the font of the message text For information see Changing the Font of Items You Send on page 54 6 Include any attachments by clicking on the toolbar 7 Click Send on the toolbar 3 2 2 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 unavailable Phone messages are stored in the recipient s Mailbox You cannot answer your phone from a phone message 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 109 1 Click File gt New gt Phone Message 52 GroupWise 7 Windows Client User Guide You can place a New Phone Message button on the toolbar See Customizing the Toolbar Display on page 38 amp Phone To File Edit View Actions Tools Window Help f Send 3 Cancel E address 7 Caller Company Phone F Telephoned Please call will call again Returned your call F Wants to see you Came to see you F Urgent From hd Mike Palu Account Novell GroupWise 2 Inthe To field type a username then press Enter Repeat for additional users If necessary type usernames in the CC
429. t Options 2 Double click Environment then click the Appearance tab Customizing GroupWise 375 3 Select the appearance settings you want for Group Wise Environment General Views File Location Cleanup Default Actions Signature Appearance Choose a Scheme Schemes v Choose Individual Settings Display Main Menu Display Nav Bar Display Main Toolbar Display Folder List Simple Folder List Full Folder List C Long Folder List Use GroupWise Color Schemes Sky Blue v Display QuickViewer 4 Click OK QuickViewer at Bottom QuickViewer at Right The following is a list of the different settings and their results Table 14 1 Individual Appearance Settings Settings Display Main Menu Display Nav Bar Display Main Toolbar Use GroupWise Color Scheme Display Folder List Simple Folder List Full Folder List Long Folder List QuickViewer at Bottom 376 GroupWise 7 Windows Client User Guide Results Displays the Main Menu above the Navigation bar Displays the Navigation bar for quick access to your most used folders Displays the Main Toolbar for quick access to your most common functions Overrides any operating system color schemes for the selected GroupWise color scheme Displays the Folder list on the left side of the window Displays only the Folders that relate to the folder you are in Displays the complete list of folders If you are in the Gro
430. t Busy Search To begin the Busy Search immediately press Connect Now To start the Busy Search the next Connect Later time you connect press Connect Later Connecting From My Location To 119 191 111 111 1677 4 To immediately connect to your master 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 master 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 re ready to check appointment times later click Busy then click Connect Now 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 then click OK or Click the Available Times tab click an available time then click OK 6 Complete the appointment then click Send on the toolbar 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 9 7 6 Filtering the System Address Book for Your Remote Mailbox 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 G
431. t Contacts or other address book What You Can Do in the Contacts Folder Use the Contacts folder to view update delete and add information to the contacts in your address book For more information see Section 7 3 Managing Contacts Through Your Mailbox on page 162 228 GroupWise 7 Windows Client User Guide 8 1 2 System Address Book The system address book is marked with a S icon The system address book is the address book configured and maintained by the system administrator Use this address book to view information about everyone in your Group Wise system Because the system address book is generally quite large you might want to search for names or use predefined filters to find the name you are looking for rather than scrolling through the entire address book See Searching for User Resource Organization and Group Addresses on page 233 and Using Filters to Narrow an Address Search on page 233 You can view information about contacts in the system address book but you cannot edit this information When you use Remote mode you can restrict the entries that are downloaded from the system address book to reduce download time See Filtering the System Address Book for Your Remote Mailbox on page 271 8 1 3 Frequent Contacts Address Book The Frequent Contacts address book is marked with a amp icon Use the Frequent Contacts address book to access your most frequently used or most recently use
432. t Plain Text Reply Format 1 Click Tools gt Options then double click Environment 2 Click the Default Actions tab 3 Select if you want to use the GroupWise classic format include the headers or use the Internet standard If you select Internet Standard you must specify a separator The default separator is the greater than sign gt If you select Include Headers or Internet Standard you must select if you want to type your response at the top of the original message or at the bottom of the original message 4 Click OK 14 20 Setting Your Default HTML Reply Format 1 Click Tools gt Options then double click Environment 2 Click the Default Actions tab 3 Select if you want to use the GroupWise classic format or HTML enhanced format If you select HTML Enhanced you must select if you want to type your response at the top of the original message or on the bottom of the original message and you must specify a separator The default separator is the greater than sign gt 4 Click OK 14 21 Selecting a GroupWise Scheme You can select from three default schemes The Default scheme has a new color scheme and has the Navigation bar full Folder list the Main Menu displayed and two columns with panels The GroupWise 6 5 scheme has the folder list Toolbar and item list displaying in the old colors 374 GroupWise 7 Windows Client User Guide The Simple shceme has a new color scheme and has the Navigation
433. t already exists in the library and you just want to create an item for it in your Mailbox click File gt New then click Document Reference You can also use Find to locate a document and then drag the document to your Mailbox or folder This section contains the following topics e Section 13 2 1 Creating a Document Using an Application s Template on page 304 e Section 13 2 2 Creating a Document Using a GroupWise Template on page 305 e Section 13 2 3 Creating a Document Using a File as a Template on page 305 e Section 13 2 4 Making Any Document a Template on page 306 e Section 13 2 5 Creating a Reference to a Document on page 307 13 2 1 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 1 Click File gt New gt Document 2 Click Select an Application click the application you want to use as a template in the Applications list box then 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 information about the document such as author or document type click Properties after you type the subject 4 Click OK 304 GroupWise 7 Windows Client User Guide 13 2 2 Creating a Document Using a GroupWise Template 1 Clic
434. t items that have been moved to other folders open those folders 3 7 3 Resending Items Use Resend to send an item a second time perhaps with corrections Click the Sent Items folder in the Nav Bar Right click the item you want to resend then click Resend If the item was an auto date item click This Instance or All Instances Make any changes to the item if necessary then click Send on the toolbar a A O N Click Yes to retract the original item or Click No to leave the original item 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 then click Properties Mail and phone messages cannot be retracted if they have already been opened Working with Items in Your Mailbox 79 3 7 4 Retracting Items You ve Sent Use Delete to retract a sent item from the recipient s Mailbox 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 Sent Items folder in the Nav Bar 2 Right click the item you want to retract then click 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 To see which recipients have opened your message right click the item then click Properties
435. t 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 that have exceeded their defined document life GroupWise 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 This section contains the following topics e Section 13 10 1 Deleting Groups of Documents on page 329 e Section 13 10 2 Deleting a Document Reference from Your Mailbox on page 329 e Section 13 10 3 Deleting a Specific Version of a Document on page 329 e Section 13 10 4 Deleting All Versions of a Document on page 329 328 GroupWise 7 Windows Client User Guide 13 10 1 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 Section 13 15 Managing Groups of Documents on page 335 13 10 2 Deleting a Document Reference from Your Mailbox 1 Click the document reference in your Mailbox 2 Click Edit gt Delete
436. t see an icon representing the attachment in your view click File gt Attachments gt View 3 6 5 Opening Attached Files When you open an attached file by double clicking it 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 Double click the attachment or Right click the attachment then click Open or Open With or If you cannot see an icon representing the attachment in your view click File gt Attachments gt Open By default Group Wise warns you if an attachment is larger than 1000 KB 1 MB To eliminate the warning message click Tools gt Options double click Environment click the Default Actions tab then deselect Warn if larger than You can also adjust the attachment size at which the warning message is displayed 3 7 Managing Sent Items This section contains the following topics e Section 3 7 1 Confirming Delivery of Items You ve Sent on page 78 e Section 3 7 2 Displaying Sent Items on page 79 e Section 3 7 3 Resending Items on page 79 Section 3 7 4 Retracting Items You ve Sent on page 80 Section 3 7 5 Checking the Status of Your Items on page 80 Section 3 7 6 Receiving Notification About Items You Send on page 81 Section 3 7 7 Requesting a Reply for Items You Send on page 82 Section 3 7 8
437. t tab in the Target field after the GroupWise executable type a space type u then click OK For information about other startup options see Section 14 27 Using Startup Options on page 380 2 Ifyou are prompted for a password type the password in the Password field 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 If you do not know the required information contact your system administrator 4 Click OK Logging into GroupWise 43 2 1 2 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 GroupWise icon on the desktop click Properties click the Shortcut tab in the Target field after the GroupWise executable type a space type u then click OK 2 Start GroupWise 5 Novell GroupWise Startup UserID Required sjones Password Online Address Caching mailbox path Remote mailbox path 3 Type your user ID in the User ID field 4 Click the Password field type your password then click OK 2 1 3 Logging in to Your Mailbox from a Shared Workstation
438. t your system administrator for more information 1 Click Accounts gt Account Options then select your GroupWise account 2 Click Properties then click Advanced 3 Change the password in the Online mailbox password field 4 Click OK 48 GroupWise 7 Windows Client User Guide Working with Items in Your Mailbox GroupWise provides many options for sending and receiving different kinds of e mail e Section 3 1 Understanding GroupWise Item Types on page 49 e Section 3 2 Sending and Receiving Items on page 50 Section 3 3 Using Routing Slip on page 62 Section 3 4 Notifying Recipients About an Item You Have Sent on page 64 e Section 3 5 Downloading POP3 and IMAP4 Accounts to GroupWise on page 65 Section 3 6 Attaching Files on page 74 Section 3 7 Managing Sent Items on page 78 e Section 3 8 Managing Received Items on page 84 Section 3 9 Changing the Encoding of an Item on page 112 3 1 Understanding GroupWise Item Types 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 events You can schedule the date time and location for the meeting You can use posted
439. tachments Author Caller s Company Callers Name Callers Phone Number Category Copy Type Created Date Opened Delivered Document Created Date Document Creator Document Number Document Type Due End Date Filename Extension This Field Refers to Types of attachments such as files sounds movies 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 Caller s Company field of a phone message Text appearing in the Caller field of a phone message A phone number appearing in the Phone field of a phone message The category assigned to 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 date a document was last opened The date and time that the item appeared in the recipients Mailboxes The date the document was created 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 Field Criteria Entry Select an attachment from the drop down list Specify attachment text Specify the document author s name Specify a company name Specify a caller name
440. te 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 then click Return the document to the remote library 362 GroupWise 7 Windows Client User Guide 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 13 18 3 Using the Unreturned Documents Dialog Box When you start or exit Group Wise 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 Group Wise 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
441. tempting to publish documents Composing a Document You can compose a document in over 250 document formats and WebPublisher converts 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 5 documentation Web site http www novell com documentation lg gw65 index html 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 318 GroupWise 7 Windows Client User Guide 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 document 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 ca
442. the document when you save it from within the application Saving Documents in Integrated Applications If you are using an integrated application GroupWise 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 13 12 3 Saving Documents Outside of the GroupWise Library To share documents with users who do not have access to GroupWise 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 Creating and Working with Documents 331 2 Click File gt Save As Items to save Sssiqnment List Save to Disk Saved message format Rich text RTF Save file as Assignment List txt Current directory E Novell G roupWise Report file name conflicts 3 Inthe Save file as field specify a name for the document 4 Click Browse specify the path to the location where you want the document saved then click OK 5 Click Save 13 13 Opening Documents When you double click a document reference in your Mailbox or folder GroupWise opens the document in the associated application You can then edit the document
443. the Documents folder then click Properties To access the Full Folder List click the folder list header drop down list above the Folder List it probably displays Online or Caching to indicate what mode of GroupWise you are running in then click Full Folder List 2 Click the Documents tab 3 Type a number in the Document Display Count text 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 Creating and Working with Documents 309 13 4 Importing Documents into a GroupWise Library You can import documents created outside of GroupWise into GroupWise Library This section contains the following topics e Section 13 4 1 Specifying Files to Import on page 310 e Section 13 4 2 Choosing an Import Method on page 310 e Section 13 4 3 Importing Documents Using Quick Import on page 311 e Section 13 4 4 Importing Documents Using Custom Import on page 312 13 4 1 Specifying Files to Import 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 Importing Folders When you import a folder GroupWise imports the documents in the folder however Group Wise does not import the folder itself or the fol
444. 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 Section 8 10 Using Frequent Contacts on page 250 The Sharing tab is visible for personal address books for which you are the owner including your Frequent Contacts address 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 This section contains the following topics e Section 8 12 1 Viewing an Address Book s Properties on page 257 e Section 8 12 2 Sharing an Address Book with Another User on page 258 8 12 1 Viewing an Address Book s Properties 1 Inthe Main Window click on the toolbar 2 Click the address book you want to view the properties for If the book is not visible the book is not open 3 Click File gt Properties Friends Properties General Sharing amp Friends Type Novell Personal Address Book Access All Owner Sophie Jones Press the button to see a summary of this address awans book s contents Description 4 To view the number of individuals r
445. the dates selected in the calendar 10 Click OK 5 7 5 Scheduling Auto Dates by Formula 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 the same day fo the year each year for example June 20 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 Inthe 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 click Occurrences in the End drop down list then specify the number of occurrences 4 Type the formula text 5 Ifyou want to clear the Auto Date dialog 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 If you want the item to be scheduled annually just type the month and date in the formula text field for example June 20 An annual appoint is helpful for reminder items like birthday reminders For information on how to enter form
446. the document type See Specifying Document Properties on page 302 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 When you specify the default sharing rights Group Wise applies these rights to each document you create or import into the selected library See Specifying Default Sharing Rights for Documents on page 315 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 dialog box and you can insert blank lines and separators in the dialog box See Specifying Document Properties on page 302 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 302 Document Management Integration with Other Applications If you are using integrated applications you can specify whether you want GroupWise Library features integrated with the application s Save and Open features To use the integration you must have installed Integrations duri
447. the new folder kh OO N Click Up Down Right or Left to position the folder where you want it in the Folder List then click Next Specify the display settings for the folder then click Next In the Name field start typing the name of the user When the user s name appears in the field click Add User to move the user into the Share List on oO 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 want to share the folder with 11 Click Next 12 Specify the display settings you want for the folder 13 When you re done click Finish For more information about shared folders see Section 7 2 Using Shared Folders on page 160 7 1 6 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 click Edit gt Move Link to Folders select the folders you want to move or link the item to then 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 7 1 7 Understanding Find Results Folders A Find Results folder is a folder that
448. the options you want To turn off names being placed into the Frequent Contacts address book click Auto saving off 5 To delete names from this book select the Delete addresses not referenced within time period check box type a number in the Time period field click a time period from the drop down list from hours to years then click Delete Now to remove old addresses 6 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 8 10 3 Using Predefined Filters for the Frequent Contacts Address Book 1 In the Main Window click on the toolbar 2 Click the Frequent Contacts address book If the Frequent Contacts address book is not visible you must open it by clicking File gt Open Book 3 Click View gt Filter for at Least 3 References or Click View gt Define Filter for References a reference is the number of times you have sent or received items from an entry type the minimum number of references an entry must have in order to be included in the filter then click OK 8 11 Creating Personal Address Books You can create edit save and rename multiple address books for your personal use and you can share these address books with other users You can add and delete names and address information for any contact person company or resource you want in your personal address books You can also create your own information properties
449. the primary category Or to set the primary category for this item select a category then click Primary 5 Click OK Adding a Category 1 Right click an item click Categories then click More Categories O Follow up C Urgent New Category lt Type here to add a new category gt 2 Type the category name in the field at the bottom of the Categories dialog box 3 Click Add The Add button becomes active when you begin typing a category name 4 To assign a color to a category select the category name in the list click Edit Color click a color then click OK 5 To assign this category to the selected item select the check box to the left of the category name then click OK Deleting a Category 1 Right click an item in your Mailbox or Calendar click Categories then click More 2 Select the category name then click Delete 3 Click Yes then click OK The category is removed from the list and from all the items to which it was assigned Renaming a Category 1 Select the category name then click Rename 2 Type the new name then click OK The category is renamed in the list and for all the items to which it was assigned Working with Items in Your Mailbox 93 Seeing All Items in a Certain Category 1 In the upper right corner of your Mailbox or Calendar view click the Filter icon gt Categories then click the category name The 10 most recently used categories ar
450. the recipients you specify when the rule conditions are met For example if you 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 Managing Your Mailbox 185 Action Forward Delegate Reply Accept Delete Decline Empty Item Move to Folder Link to Folder Mark as Private Mark as Read Archive Mark as Unread Stop Rule Processing Result 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 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 notes to that person 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 a
451. this icon appears See Adding and Removing Proxy Names and Rights in Your Access List on page 193 pei This icon appears on your Calendar An alarm is set for the item il This icon appears on your Calendar The item is a group appointment reminder note or task A This icon appears on your Calendar The item is marked private e This icon appears on your Calendar You declined the item but didn t delete it 1 5 3 Viewing Options in Your Mailbox You can view the items in your Mailbox five different ways depending on how you want the information organized Details Discussion Threads Panels As Calendar and As Checklist are all found on the View menu You can choose to have the display settings be temporary or permanent depending how you set them To permanently set your display setting 1 Right click the folder you want to change the display settings for then click Properties 2 Click the Display tab then click More Display Settings 3 Select the display setting from the View By drop down list 4 Click OK twice To temporarily set your display settings 1 Click View gt Display Settings then the display setting you want 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
452. time IMPORTANT You must have the appropriate Proxy rights for each user or resource in order to include them in a Multi User view See Section 7 9 Giving Other People Access to Your Mailbox on page 192 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 This section contains the following topics e Section 6 4 1 Viewing the Calendars of Multiple Users or Resources on page 146 e Section 6 4 2 Modifying a Multi User List on page 147 e Section 6 4 3 Creating a Multi User Calendar View on page 147 6 4 1 Viewing the Calendars of Multiple Users or Resources 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 Section 7 9 Giving Other People Access to Your Mailbox on page 192 1 Click Calendar in the Nav Bar then click the Multi User view button on the Calendar toolbar 2 If this is the first time you have used the Multi User view right click in the Multi User view click Multi User List click the check boxes by the names of the users whose calendars you want to view then click OK 3 Vi
453. ting the dialog box or Click OK to apply these changes and exit the dialog box 8 8 Printing Labels and Lists from the Address Book You can print addresses in labels or lists from the Address Book This section contains the following topics e Section 8 8 1 Printing Labels on page 247 e Section 8 8 2 Printing Lists on page 248 8 8 1 Printing Labels 1 Inthe Main Window click on the toolbar 2 Click the address book that contains the entries you want to print 3 Ctrl click or Shift click to select individual entries or Make no selections if you want to print the entire address book 4 Click File gt Print 5 If prompted click Selected items or Click Entire address book 6 Make sure the Form tab is selected 7 Make sure Labels is selected in the Format group box Print Address Book Form Content Options Format 4 Form size List len Letter Oad Labels O55x 85in OAs Custom Width Height lin in Franklin sizes Available forms Multiple Items Per Page Name and Telephone Form orientation Name Address and Telephone One Item Per Page Portrait Landscape Using the Address Book 247 8 To print all the address book information for each entry make sure Mailing Address is selected in the Available forms list box or To print only some of the address book information for each entry click Selected Fields in the Available forms l
454. tion 12 10 Viewing Security Certificates You Have Received and Changing the Trust on page 296 Section 12 11 Viewing Your Own Security Certificates on page 296 Section 12 12 Importing or Exporting Security Certificates on page 297 12 1 Secure Message Concepts The security features described in this section are available only if you have installed one of the following security providers e 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 2000 workstation this is installed when you install Internet Explorer 4 0 or higher If you have Windows XP installed it installed by default 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 http www microsoft com downloads You must also obtain a security certificate from an independent Certificate Authority If you have Windows XP installed it installed by default Adding Security You can add security to the items you send by digitally signing them and or encry
455. tion into an address book from a vCard you have received 1 Right click the vCard then click Import 2 Click the address book where you want the information to be added then click OK 8 7 Changing How Information Displays in the Address Book You can control which address books are displayed in the Address Book by opening and closing address books For example you might 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 books 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 You can view contacts in personal address books that are linked to the system address book 244 GroupWise 7 Windows Client User Guide You can also choose how names display in an address book This section contains the following topics e Section 8 7 1 Opening and Closing Address Books on page 245 e Section 8 7 2 Specifying the Columns to Display in an Address Book on page 245 e Section 8 7 3 Sorting an Address Book on page 246 e Section 8 7 4 Viewing Link
456. tions gt Show Appointment As then clicking a type 8 Click Post on the toolbar Posted appointments are placed in your Calendar on the date you specified They are not placed in your Mailbox or in any other user s Mailbox 5 1 6 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 This section contains the following topics e Performing a Busy Search on page 124 e Changing Busy Search Options on page 126 Performing a Busy Search 1 In an appointment you are creating specify usernames and resource IDs in the To field 2 Specify the first possible day for the meeting in the Start Date field 3 Specify the meeting s duration 124 GroupWise 7 Windows Client User Guide 4 Click Busy Search on the toolbar Choose Appointment Time Available Times Individual Schedules Individual Schedule Grid Tuesday May 24 2005 Wednesda Be eS Tie a e eB ES ON TA Sophie Jones To view information move the time cursor or click the mouse on a shaded rectangle above Desired Time Start Date 5 24 2005 Duration 1 Hour Start Time 3 00 PM Status Available WB out Of office LABusy C Tentative 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 schedul
457. to bypass any validation errors 7 Click Finish to move the documents Moving a Group Documents in a File 1 Click Tools gt Mass Document Operations 2 Inthe Operation group box click Move 3 Inthe 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 move then click Next You can specify any text file ASCII or ANSI as the source file for a move 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 Inthe Select library to move documents to list box click the destination library then click 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 Up
458. to copy documents to list box select the destination library then click Next Select Library Select library to copy documents to 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 Copying a Group of Selected Documents 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 then click Next In the Select library to copy documents to list box click the destination library then click Next aoa fF WN Specify the directory where you want to save the log file Yo
459. tor Sophie Jones Date created 5 27 2005 3 13 AM Opened by Sophie Jones Date opened 5 27 2005 3 13 AM Current location Current filename Expiration date 5 27 2006 Expiration action Archive Eile extension tat File Size Status Available 13 14 3 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 1 Click the document reference in your Mailbox 2 Click Actions gt Version List 3 Click the version you want to mark official 4 Click Actions then click Mark Official Version 13 15 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 e Move a group of documents to another library Share a group of documents with another user Copy a group of documents e Delete a group of documents Creating and Working with Documents 335 e Assign a group of documents to a new author e Modify the properties subject document type and so on of a group of documents This section contains the fol
460. tor gt entry to remove your secretary s rights to the performance review documents This section contains the following topics e Section 13 5 1 Specifying Users Who Can Share the Document on page 315 314 GroupWise 7 Windows Client User Guide Section 13 5 2 Specifying Default Sharing Rights for Documents on page 315 Section 13 5 3 Specifying Users Rights to the Document on page 316 Section 13 5 4 Giving a User Rights for All Document Versions on page 316 Section 13 5 5 Giving a User Rights to a Specific Document Version on page 317 Section 13 5 6 Giving Users Rights to Modify the Sharing Settings for a Document on page 317 Section 13 5 7 Preventing Other Users from Accessing Your Document on page 318 13 5 1 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 specify 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 of a group If the user doesn t have rights to the document
461. tor 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 then click 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 then click Connect For more information on operators see Using Filter and Rule Operators on page 214 9 7 7 Deleting Items from Your Remote Mailbox Use Delete and Empty and Manage Library Size to remove items from your Remote Mailbox This section contains the following topics e Deleting Items from Your Remote Mailbox on page 273 Deleting Unneeded Documents from Your Remote Library on page 273 272 GroupWise 7 Windows Client User Guide 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 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 Remote Mailbox The next time you connect to your master GroupWise system the changes in
462. ts 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 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 not support wildcard characters Items where the To field begins with cli such as Client Group or Clive Winters Managing Your Mailbox 215 Operator Matches On gt On or After gt After lt Before lt On or Before gt Within lt Previous On Date gt After Date gt On or After Date lt Before Date lt On or Before Date Example 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 Created 5 29 06 Created gt 5 29 06 Created gt 5 29 06 Created lt 5 29 06
463. ts on page 243 for more information 2 Inthe Main Window click Batis on the toolbar 3 Click the address book you want to import addresses into or Create a new personal address book to import the addresses into For information see Creating a Personal Address Book on page 253 4 Click File gt Import 5 Select the address book nab file then click Open To stop the import press Esc then click Yes You cannot import addresses into the system address book 8 6 2 Exporting Addresses from the Address Book 1 Inthe Main Window click Cats Book on the toolbar 2 Click the address book from which you want to export names 3 Select the addresses you want to export If you want to export an entire address book you don t need to select any names 4 Click File gt Export 5 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 6 Type a filename for the exported file click a folder for the file to be saved to then click Save The exported file is saved with a nab extension Novell Address Book To stop the export press Esc then click Yes 8 6 3 Importing Third Party Address Books This section contains the following topics Importing Address Books from POP3 IMAP4 E Mail Accounts on page 243 Importing Address Books from Non POP3 IMAP4 E Mail Accounts on page 243 Importing Information from
464. ts Summary Details People Advanced Organization Jeny Inc 7 Phone Primary Contact Henry Yacoub Fax Address r City Lewistor State Province fo Zip Postal Code Country Web Site http Comments The following table explains the purpose of each tab on the organization item view For specific help about each field on a tab click a field in the organization item view then press Shift F1 Tab Purpose Summary This tab displays a summary of the information contained in the other tabs Click the drop down list to display the summary information in two different formats If your system administrator has customized this tab you might have additional formats to choose from Details Use this tab to enter a name for the organization a phone and fax number the primary contact in this organization the address Web site and comments about this organization In the Primary Contact field you can enter a contact that is already in your address book or you can use the arrow button to create a new contact entry People This shows the members of this organization These are the contacts who have this organization specified on their Office tab 168 GroupWise 7 Windows Client User Guide Tab Purpose Advanced Use this tab to view add and edit user defined fields All system and user defined fields display For more information see Defining Custom Fields in a Personal Addr
465. u 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 340 GroupWise 7 Windows Client User Guide 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 Copying a Group of Documents Listed in a File 1 Click Tools gt Mass Document Operations 2 Inthe Operation group box click Copy 3 Inthe Selection method group box click Use documents listed in a file 4 Specify the name of the file that contains a list of documents you want to copy then click Next You can specify any text file ASCII or ANST 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 errors during the previous session 5 Inthe Select library to copy documents to list box click the destination library then
466. ubject 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 Group and Posted Items 133 5 7 Scheduling Recurring Items Use Auto Date to schedule recurring appointments tasks and reminder notes Auto Dates can occur on the same day every week for example every Monday the same days 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 You can create an auto date three ways e 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 periodi
467. ula text see Using Auto Date Formula Functions and Operators on page 136 5 7 6 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 136 GroupWise 7 Windows Client User Guide This section contains the following topics e Auto Date Formula Functions on page 137 e Auto Date Formula Operators on page 137 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 e 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 2006 would schedule all days in 2006 Weekday of the Month For example TUE 1 This would schedule the first Tuesday of the month Also SUN LAST 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 op
468. ument to the library and deletes it from the check out location Check In and Copy Copies the document back to the library and leaves a copy in the check out location Check In Only Checks in the document but does not update the document in the library with any changes you made to the checked out version Update Without Updates the document in the library with any changes you have made but Checking In 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 What It Does Checked Out Version Updates the version of the document that you are checking in New Version Creates a new version of the document New Document Creates a document and lets you specify new document properties for it This section contains the following topics e Section 13 9 1 Checking in a Document and Leaving a Copy in the Check Out Location on page 326 e Section 13 9 2 Checking in an Unchanged Document on page 327 e Section 13 9 3 Checking in a Document and Deleting It from the Check Out Location on page 327 e Section 13 9 4 Checking In a Document and Making It a New Version on page 328 13 9 1 Checking in a Document and Leaving a Copy in the Check Out Location 1 Click the document reference in your Mailbox 326 GroupWise 7 Windows Client User Guide 2 Click Actions gt Check In Check In Check
469. uments select your documents mark applicable documents as Jn Use then click OK 268 GroupWise 7 Windows Client User Guide 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 Remote 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 8 Ifyou are in Remote mode and you want to specify your remote location and connection before downloading click Configure select your remote location from the Connecting from drop down list select a connection from the Connecting to drop down list then click OK 9 Click Connect or Finish If you are in Remote mode all items in your Pending Requests list are sent at this time 9 7 2 Sending Items in Remote Mode 1 Create a new item then click Send on the toolbar Remote places the item in the Pending Requests list When you connect to your master Group Wise system all items in the Pending Requests list are sent 2 Click Accounts gt Send Retrieve then click the remote account or If you w
470. umn width se lt Smaller Larger gt gt gt 4 To remove a column drag the column heading off the address book 5 To arrange columns drag a column heading to another position 8 7 3 Sorting an Address Book 1 Inthe Main Window click on the toolbar 2 Click the address book you want to sort 3 Right click the column you want to sort by then click Sort on column First for example sort by the E Mail Address column rather than by the Name column or Right click any column heading click Sort All Ascending for example A to Z or 1 2 3 or Sort All Descending for example Z to A or 3 2 1 to sort the column entries 8 7 4 Viewing Links to the System Address Book 1 Inthe Main Window click on the toolbar 2 Click the personal address book where you want to view links A linked contact in an address book is shown with the amp icon 3 Click View gt System Book Links to select it Links show that an entry in a personal address book is linked to an entry in another book When one is updated the other is also updated 8 7 5 Choosing the Display Format of Names 1 In the Main Window click on the toolbar 2 Click View gt Name Format 3 Click a radio button to display address books by first name first or last name first 4 Ctrl click the personal address books you want the format to apply to 246 GroupWise 7 Windows Client User Guide 5 Click Apply to selected books to apply these changes without exi
471. upWise 6 5 Look the long Folder list is displayed Displays the QuickViewer at the bottom of the window Settings Results QuickViewer at Right Displays the QuickViewer at the right of the window 14 23 Changing the Background for Calendar Parts You can change the background appearance for All Day Events Appointments Reminder Notes and Tasks 1 Click Tools gt Options then double click Date amp Time 2 Under Line Color Options select if you want to display a background color for All Day Events Appointments Reminder Notes and Tasks 3 Ifyou selected to display a background color for any of the Calendar items select a color for each item To use the default GroupWise 6 0 background colors click GW60 To use the default GroupWise 6 5 background colors click GW65 The GroupWise 6 5 and GroupWise 7 default background colors are the same 4 Select if you want to display separating lines for Reminder Notes and Tasks 5 Click OK then click Close 14 24 Customizing Your Toolbar Use the toolbars to access many of the features and options found in GroupWise The toolbars are context sensitive and the change depending on what view you are in Each toolbar provides the options you need in that location Use the Display drop down list on the toolbars to change the display of your Item List You can customize each toolbar by adding and deleting buttons choosing button order and placing separators between buttons 1 To
472. ur 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 10 4 Deleting Items in Your Caching Mailbox 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 Changes in your Caching and Online Mailboxes will automatically syn
473. ur mailbox Several users can set up their Caching Mailboxes on a single shared computer 4 Novell GroupWise Caching Mike Palu Home Eek File Edit View Actions Tools Accounts Window Help Mailbox Calendar Sent Items Contacts caching x GY mike Palu Home 2 New Mall CE New appt Address Book Fiter No Item Properties Plans lt lt lt Projects a Sophie Jones opened Lunch E test From Sophie Jones 03 01 05 10 21 pm If 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 9 Using Remote Mode on page 261 If disk space is limited you can restrict the items that are downloaded to your local mailbox You can specify to get the subject line only or specify a size limit Your system administrator can specify settings that do not allow you to use Caching mode or that require you to use only Caching mode This section contains the following topics e Section 10 1 Caching Features on page 280 e Section 10 2 Setting Up Your Caching Mailbox on page 280 e Section 10 3 Synchronizing Your Caching Mailbox with Your Online Mailbox on page 281 Section 10 4 Deleting Items in Your Caching Mailbox on page 281 Using Caching Mode 279 e Sect
474. urity service provider you have selected The ability to select a security service provider options in an item is disabled You must do it from the Main window 12 6 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 1 Click Tools gt Options 2 Double click Certificates 3 Click the certificate name 4 Click Set As Default 5 Click OK then click Close Sending Secure Message S MIME 293 12 7 Searching for Recipient Encryption Certificates Using LDAP Before you can use an LDAP directory service to search for security certificates you must add the LDAP directory service to your GroupWise Address Book For more information see Adding a Directory Service to an Address Book on page 234 1 Click Tools gt Options then double click 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 twice then click Close 12 8 Selecting the Method Used for Encrypting Items 1 Click Tools gt Options 2 Double click Security then click the Send Options tab 294 GroupWise 7 Windows Client User Guide 3 Click Advanced options Click then click an option for more information about each option Ad In the Encrypted Item box the encryption algorithm dro
475. ut the document Spell Checker ignores the word until the next time you spell check Add Adds the word to the current user word list 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 field 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 Spell Checking Items Automatically with Spell Checker You can spell check items automatically every time you click Send 1 Click Tools gt Options then double click Environment 2 Click Check spelling before send then click 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 then make sure the Replace Words As You Type check box has a check mark Working with Items in Your Mailbox 59 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 click User Word Lists then click Help To make changes in your user word list 1 Inthe Spell
476. what to do with unwanted Internet e mail that is sent to your GroupWise e mail address Internet e mail includes all e mail where the sender s address is in the form of name domain com name domain org and so forth Working with Items in Your Mailbox 101 This is an example of an e mail message from the Internet Figure 3 8 E mail From the Internet Mail From File Edit view Actions Tools Accounts Window Help X Close 4 Reply wi Cp Forward Z amp amp td gt fe Properties Personalize Message Source From bwilder some_domain com 5 23 2005 1 51 pm To Subject External Internet Domain Junk Mail Handling does not apply to internal e mail Internal e mail is e mail where the sender is part of your GroupWise system and the From field shows only the name of the sender not an Internet address as explained above If you want to block or junk internal e mail you can use Rules For more information see Section 7 8 Creating Rules on page 185 102 GroupWise 7 Windows Client User Guide This is an example of an internal e mail message Figure 3 9 E mail From a Groupwise User Mail From Sophie Jones File Edit view Actions Tools Window Help X Close 7 Reply ap Forward Br O eA 6 H fe GJ Properties Personalize From Sophie Jones is 4 26 2005 11 55 pm To Mike Palu Subject Status of Report Mike How are we coming along with that report You have three options for b
477. with this product Please use the User Comments feature at the bottom of each page of the online documentation or go to www novell com documentation feedback html and enter your comments there Documentation Updates For the most recent version of the GroupWise 7 Windows Client User Guide visit the Novell Group Wise 7 documentation Web site http www novell com documentation gw7 Additional Documentation For additional GroupWise documentation see the following guides at the Novell GroupWise 7 documentation Web site http www novell com documentation gw7 Installation Guide Administration Guide e Multi System Administration Guide 17 Interoperability Guide Troubleshooting Guides e GroupWise WebAccess Client User Guide e GroupWise Cross Platform Client User Guide GroupWise Client Frequently Asked Questions FAQ 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 8 etc denotes a Novell trademark An asterisk denotes a third party trademark When a single pathname can be written with a backslash for some platforms or a forward slash for other platforms the pathname is presented with a backslash Users of platforms that require a forward slash such as Linux or UNIX should use forward slashes as required by your software 18 GroupWise 7 Windows Client User Guide G
478. y Because each address book can have different columns displayed the column must be removed from each address book individually 8 11 4 Synchronizing Address Book Entries 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 just the entries you have selected For example you might 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 Inthe Main Window click on the toolbar 2 Click the personal address book you want to synchronize 3 To synchronize an address book click File gt Synchronize gt Current Book or To synchronize selected entries Ctrl click or Shift click the entries click File gt Synchronize gt Selected Items 8 12 Setting Personal Address Book Properties Use the Address Book Properties dialog 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 256 GroupWise 7 Windows Client User Guide 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
479. y Options General Notify Alarms Return Status Alarm settings Show dialog Play sound ZSystemR oot media windows XP Exclamation C Launch program C Send to pager Format gateway servicel option PIN Example pager skytel b4 12345 OR pager userid 4 Click Send to Pager 5 Enter the SMTP address to your electronic pager For example 8001234567 skytel com You can also enter the GroupWise Pager Gateway addressing syntax Notify sends the subject of the appointment to your pager at the designated alarm time Using Your Calendar 153 154 GroupWise 7 Windows Client User Guide Managing Your Mailbox Group Wise provides many features to help you manage your Mailbox This section contains the following topics e Section 7 1 Using the Folder List on page 155 e Section 7 2 Using Shared Folders on page 160 e Section 7 3 Managing Contacts Through Your Mailbox on page 162 Section 7 4 Using Mailbox Storage Size Information on page 174 Section 7 5 Running Notify on page 176 e Section 7 6 Archiving the Items in Your Mailbox on page 181 Section 7 7 Printing Items in Your Mailbox on page 183 Section 7 8 Creating Rules on page 185 e Section 7 9 Giving Other People Access to Your Mailbox on page 192 Section 7 10 Saving Items in Your Mailbox on page 196 Section 7 11 Owning Resources on page 197
480. y modifying the documents 13 Click Finish to modify the document sharing Changing Sharing Rights for Documents in a File 1 Click Tools gt Mass Document Operations 2 Inthe Operation group box click Change sharing 3 Inthe Selection method group box click Use documents listed in a file 4 Specify the name of the file that contains a list of the documents for which you want to change sharing rights then click Next You can specify any text file ASCH 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 specify 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 5 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 6 Inthe Name field type the name of the user for whom you want to modify sharing rights then click Add User Creating and Working with Documents 351 7 Inthe Share list click the name of the user for whom you want to modify sharing rights 8 In the Rights for all versions g
481. your Mailbox password then click OK 6 Tocreate your Remote Mailbox on the docked laptop that is currently connected to the network with your Online Group Wise system click This Machine then click Next If you click This Machine and GroupWise 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 Continue with Step 7 or To create a setup diskette for another computer such as your home computer click Another Machine then click 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 then run setup exe from the diskette Go to Step 10 7 Type the path for your Remote Mailbox then click Next 8 Select the phone numbers you use to connect to your Online Mailbox then click Next 9 Select the items you want to copy to your Remote Mailbox then click Finish 10 Exit GroupWise 11 Right click the Windows desktop click New gt Shortcut 12 Type c novell groupwise grpwise exe pr path to remote mailbox The path is the path you typed in Step 7 13 Click Next 14 Type a name for the shortcut such as Remote 15 Click Finish After setting up your Remote Mailbox you can begin sending and retrieving items and Address Book information from your Online Mailbox 264 GroupWise 7 Windows Client Use
482. your Remote and Online Mailboxes automatically synchronize You can turn off this synchronization by changing the delete options in Remote Properties See Changing Remote Delete Options on page 267 Deleting Unneeded Documents from Your Remote Library Deleting files from your Remote Library Disk Space Management does not remove them from the Master Library It also doesn t remove the document references for the deleted documents The files are removed only from the computer where you have 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 then 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 9 8 Configuring Your Remote Connections When you run GroupWise in Remote mode you can connect to your Online GroupWise system through a modem connection a network direct 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 This section contains the following topics e Section 9 8 1 Connections on page 274 e Section 9 8 2 Creating a Modem Connection on page 275 e Section 9
483. 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 network 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 10 Using Caching Mode on page 279 3 Novell GroupWise Remote Mike Palu Home Home Mailbox Calendar Sent Ttems Contacts Remote x Mike Palu Home Filtered 2 NewMail F New Appt Address Book Filter a eS E Cabinet T test M Mailbox Size 0 Selected 0 Your system administrator can specify settings that do not allow you to use Remote mode This section contains the following topics Section 9 1 Remote Password on page 262 Section 9 2 Remote Requests on page 262 Section 9 3 Remote Connection Types on page 262 Section 9 4 Remote Features on page 262 Section 9 5 Smart Docking on page 262 Section 9 6 Preparing to Use Remote on page 263 Section 9 7 Sending and Retrieving Items in Remote Mode on page 267 Section 9 8 Configuring Your Remote Connections on page 273 Using Remote Mode 261 9 1 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 u

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