Groupwise

Element	Description
Title Bar	The element located at the top of the Main Window that displays the word GroupWise followed by the name of the currently selected folder.
Menu Bar	The element located below the title bar that displays menus used to access GroupWise commands.
Toolbar	The element located below the menu bar that displays buttons. The buttons provide shortcuts to access common GroupWise features and options. When you point to a button, a tool tip appears, describing the function of the button.
Folder List	The element located on the left side of the Main Window that displays folders. The folders contain messages, documents, tasks, deleted items, subfolders, etc.
Item List	The element located on the right side of the Main Window that displays the contents of the open folder.

Folder	Description
Mailbox	The default location to which new items are delivered, including mail messages, appointments, faxes, phone messages, etc.
Sent Items	The folder that displays items you send to others.
Calendar	The folder where you can view your schedule in various formats.
Documents	The folder in which document references are stored. Document references are links to documents stored in a GroupWise database.
Task List	The folder that displays your tasks.
Work in Progress	The default folder for items you designate as drafts.
Cabinet	The preferred location for folders you create, called personal folders.
Trash	The folder that contains deleted items.

*Steps*	*Practice Data*
1. Select the name or icon of the desired folder to open it. The desired folder opens, the Item List of the selected folder appears, and the title bar changes to reflect the name of the current folder.	Click the Sent Items folder
2. Press [Up] or [Down] to open the folder above or below the current folder. The folder above or below the current folder opens, the Item List of the selected folder appears, and the title bar changes to reflect the name of the current folder.	Press [Up]

*Steps*	*Practice Data*
1. Click the plus sign (+) to the left of the folder you want to expand. All the subfolders appear.	Click the plus sign (+) to the left of the Documents folder
2. Click the minus sign (-) to the left of the folder you want to collapse. All the subfolders are hidden.	Click the minus sign (-) to the left of the Documents folder

_{Lesson
2 -

Working with Messages}

_{In this lesson, you will
learn how to:}

· Create a mail message

· Formatting a mail message

· Refresh your Mailbox

· Open a mail message

· Reply to a message

· Forward a message

· Send an attachment

· View an attachment

· Open an attachment

· Save an attachment

_{Creating a Mail Message}

d Discussion

GroupWise enables you to communicate with other GroupWise users, as well as users of other e-mail systems. When you create a message, you address the message, type the content, attach any files, and then send the message.

You can format the message text, track your message to see when it was delivered and opened, retract a message sent in error, and save a draft message to complete later.

When addressing a GroupWise message, you type the last names of intended recipients in the To, CC, and/or BC boxes. You enter the names of the primary message recipients in the To box, and names of the people you want copied on the message in the CC and/or BC boxes. The names in the CC (carbon copy) box are visible to all recipients; the names in the BC (blind copy) box are not. When you send a blind copy, only you and the blind copy recipient are aware that a blind copy was sent.

As you address a message, GroupWise uses a feature called Name Completion to identify the intended recipient. GroupWise searches the available address books after each character is typed to find a matching entry and then completes the name for you. ONCE THE DESIRED NAME APPEARS, YOU CAN PRESS THE [ENTER] KEY AND CONTINUE ADDING NAMES TO THE ADDRESS LIST FOR THE CURRENT BOX.

When you send a message, GroupWise confirms that the message is delivered to the recipient(s). If the address of one recipient is not valid, GroupWise delivers the message to any other recipient and lets you know there is a problem.

Creating a mail message


o	When entering multiple recipients in the address field it is best to press [Enter] rather than using a[ ,]comma after each recipients name.

o	The From box contains the name of the sender by default. Even if you change the name in this box, the recipient will still see your name in parentheses after the replacement text.

o	You can also create a new message by pressing the [Ctrl+M] key combination.

C Procedures

1. Start GroupWise, if necessary.

2. Click the Create New Mail button .

3. Type the name of the desired message recipient in the To box.

4. Type the name(s) of additional recipient(s), as desired.

5. Select the CC box.

6. Type the name of the individual to whom you want to send a copy of the message.

7. Type the name(s) of additional recipient(s), as desired.

8. Select the BC box.

9. Type the name of the individual to whom you want to send a blind copy of the message.

10. Type the name(s) of additional recipient(s), as desired.

11. Select the Subject box.

12. Type the message subject.

13. Select the Message box.

14. Type the desired message.

15. Click the Send button on the toolbar.

f Step-by-Step

Create a mail message.

If necessary, start GroupWise.

*Steps*	*Practice Data*
1. Click the Create New Mail button. The Mail To window opens with the insertion point in the To box.	Click
2. Type the name of the desired message recipient in the To box. As you type, Name Completion looks for a matching name and the name is automatically completed.	Type the name of another student.
3. Select the CC box. The insertion point appears in the CC box.	Click the CC box
4. Type the name of the individual to whom you want to send a copy of the message. As you type, Name Completion looks for a matching name and the name is automatically completed.	Type the name of another student.
5. Select the BC box. The insertion point appears in the BC box.	Press [Tab]
6. Type the name of the individual to whom you want to send a blind copy of the message. As you type, Name Completion looks for a matching name and the name is automatically completed.	Type the name of another student.
7. Select the Subject box. The insertion point appears in the Subject* box.*	Click in the Subject box
8. Type the message subject. The message subject appears in the Subject* box.*	Type *Weekly Meeting*
9. Select the Message box. The insertion point appears in the Message* box.*	Click in the Message box
10. Type the desired message. The message appears in the Message* box.*	Type *Since next week is a four-day work week, I would like to cancel our weekly meeting. Let me know if this is a problem.*
11. Click the Send button on the toolbar. The Mail To window closes and the message is sent.	Click on the toolbar

_{Formatting a mail message}

d Discussion

_{Send Options}

d Discussion

_{Marking an Item Read}

d Discussion

_{Refreshing Your Mailbox}

d Discussion

GroupWise refreshes your Mailbox periodically, providing a current listing of all new items for all folders. GroupWise updates your Mailbox once a minute, by default. You can change the refresh interval, but one minute is the shortest interval available. If you do not want to wait for GroupWise to refresh your Mailbox, you can refresh it manually.


o	You can also refresh your Mailbox by selecting the View menu and then selecting the Refresh command.

o	You can change how often your Mailbox is refreshed using the Environment Options dialog box. To open the Environment Options dialog box, select the Tools menu, select the Options command, and then double-click the Environment icon.

C Procedures

1. Open the Mailbox folder.

2. Press [F5].

f Step-by-Step

Refresh your Mailbox.

If necessary, open the Mailbox folder.

Create a new message. Type the name of another student in the To box . Type Newsletter in the Subject box and then type the text The newsletter will be distributed on Monday. in the Message box. Send the message.

*Steps*	*Practice Data*
1. Press [F5]. Your Mailbox refreshes and all new items appear.	Press [F5]

_{Opening a Mail Message}

d Discussion

New mail messages are delivered to your Mailbox folder, by default. When a folder contains unopened mail, an envelope icon appears to the left of the folder icon and the unread item(s) appear in bold. When a folder contains only opened mail, no icon appears to the left of the folder icon.

You can open all messages in the same manner, regardless of the folder in which they are stored. The icons you will see to the left of the mail messages in your Mailbox are described in the following table:

Icon	Description
	This icon indicates that the message has not been opened.
	This icon indicates that the message was opened.
	This icon indicates that the message has an attachment.
	This icon indicates that a reply to this message is requested.
, , or	When these icons appear in red, they indicate that the message is high priority.
, , or	When these icons appear in gray, they indicate that the message is low priority.


o	You can search for a word or phrase in an open item by selecting the Edit menu and then selecting the Find Text command. In the Find dialog box, type the desired word or phrase in the Find what box and then select Find Next. GroupWise will search all message text below the insertion point.

o	To close the Mail From window, you also can press the [Esc] key. The [Esc] key can be used to exit most windows and dialog boxes in GroupWise. If changes were made in a window, GroupWise will prompt you to save them before exiting.

C Procedures

1. Open the folder containing the desired message.

2. Double-click the desired message.

f Step-by-Step

Open a mail message.

If necessary, open the Mailbox folder.

*Steps*	*Practice Data*
1. Double-click the desired message. The desired message opens in its own window.	Double-click the first message in the Mailbox folder

Click the Close button on the message window title bar to close the message.

_{Replying to a Message}

d Discussion

You may need or want to reply to a mail message. Instead of creating a new message, you can reply while in the message and include the original message in your reply.

When you create a reply, you choose whether to reply only to the sender or to all recipients of the original message. GroupWise then automatically completes the appropriate address boxes. The text Re: is inserted before the subject text from the original message. You can change the recipients and the subject text, if desired.

By default, GroupWise inserts the original message text into the Message box of your reply. Additional text detailing the original sender’s name and the date and time the message was sent will appear above the message text.

You can add text before the original message text, after it, or within it. If you include comments within the text of the original message, you may want to color or bold the new text to help the recipient distinguish your revisions from the original.

Replying to a message


o	To request a reply to a message you are sending, select the File menu and then select the Properties command. In the Mail and Phone Properties dialog box, select the Reply Requested option and then select OK.


x	If you use formatting features such as the Bold feature, a recipient with an Internet e-mail address may see the message as unformatted. If formatting consistency is important, you may want to attach a properly formatted document instead of relying on the message formatting features.

C Procedures

1. Open the folder containing the desired message.

2. Open the desired message.

3. Click the Reply button on the toolbar.

4. Select the desired reply option(s) under Options.

5. Select OK.

6. Type the desired reply.

7. Click the Send button on the toolbar.

f Step-by-Step

Reply to a message.

If necessary, open the Mailbox folder.

Open the Weekly Meeting message.

*Steps*	*Practice Data*
1. Click the Reply button on the toolbar. The Reply dialog box opens.	Click on the toolbar
2. Select the desired reply option(s) under Options, if necessary. The desired option(s) are selected.	Click Reply to all (sender and recipients)
3. Select OK. The Reply dialog box closes and the Mail To window opens with the insertion point in the Message* box before the original message.*	Click OK
4. Type the desired reply. The desired reply appears in the Message* box.*	Type *I will get back to you.*
5. Click the Send button on the toolbar. The Mail To window closes and the reply is sent.	Click on the toolbar

Close the Mail From window containing the original message. Refresh your Mailbox, if necessary, and notice the message you just received with Re: before the original subject.

_{Forwarding a Message}

d Discussion

You may receive a message that you want to share with an additional recipient. Instead of creating the message again, you can forward the original message to another user. When you forward a message, the message you are sending contains an icon representing the original message. The Subject box is automatically completed with the text Fwd: inserted before the original subject text; however, you can change the subject text, if desired. You then can address the message, type new message text, and send it.

Forwarding a message


o	You can forward a message without opening it by right-clicking the item and selecting the Forward command.

o	If you receive a forwarded message and want to view the original message, double-click the icon in the bottom of the Mail From window. This icon opens the original message in an additional Mail From window.

C Procedures

1. Open the folder containing the desired message.

2. Open the message you want to forward.

3. Click the Forward button on the toolbar.

4. Address and complete the message information, as desired.

5. Select the Message box, if desired.

6. Type a message, if desired.

7. Click the Send button on the toolbar.

f Step-by-Step

Forward a message.

If necessary, open the Mailbox folder.

Open the Weekly Meeting message.

*Steps*	*Practice Data*
1. Click the Forward button on the toolbar. The Mail To window opens with the insertion point in the To box, the text Fwd:* before the original subject in the Subject box, and a message icon at the bottom of the window.*	Click on the toolbar
2. Address the message. The message is addressed as desired.	Type the name of another student
3. Select the Message box. The insertion point appears in the Message* box.*	Click in the Message box
4. Type the desired message. The desired message appears in the Message* box.*	Type *Should we reschedule or skip this one?*
5. Click the Send button on the toolbar. The Mail To window closes and the message is forwarded to the desired recipient(s).	Click on the toolbar

Close the Mail From window that contains the original message. Refresh your Mailbox, and open the message you just received with Fwd: in the subject. Double-click the icon representing the original message. Notice that the original message opens in a new Mail From window. Close all open Mail windows.

_{Sending an Attachment}

d Discussion

You may need to send information contained in a file, such as a spreadsheet, to another user. Instead of copying and pasting the contents of the file into your message, which you cannot always do, you can attach a file to a message. When you attach a file to a message in GroupWise, you are actually sending a copy of the file. Once the message is opened, the recipient can view, open, print, and save the document as desired.

When you attach a file, an icon representing the file appears in the attachment area near the bottom of the window. The image on the icon refers to the application on your computer in which the file will open. A generic icon appears when a corresponding application is not installed on the recipient’s computer or your computer is unsure of application that will open the file.

Sending an attachment


o	If you reply to a message with an attachment, the attachment is not included in the reply.

C Procedures

1. Create a new message.

2. Click the Attach a File button on the toolbar.

3. Select the Look in list.

4. Select the drive where the file is stored.

5. Select the folder where the file is stored.

6. Select the file you want to attach.

7. Select OK.

8. Click the Send button on the toolbar.

f Step-by-Step

Send an attachment.

Create a new mail message. Type the name of the student in the To box . Type Revised Agenda in the Subject box and then type the text Attached is the revised agenda for Friday’s conference call. in the Message box.

*Steps*	*Practice Data*
1. Click the Attach a File button on the toolbar. The Attach File dialog box opens.	Click on the toolbar
2. Select the Look in list. A list of available drives appears.	Click Look in
3. Select the drive where the file is stored. A list of available folders appears.	Click the student data drive
4. Select the folder where the file is stored. A list of available files appears.	Double-click to select the student data folder
5. Select the file you want to attach. The file name appears in the File name* box.*	Click Agenda
6. Select OK. The Attach File dialog box closes and an icon representing the attached file appears in the attachment area.	Click OK

Send the message.

_{Viewing an Attachment}

d Discussion

You may receive a message that has a file attached to it, indicated by a paper clip icon to the left of the item in the Item List. To quickly scan the contents of the file, you can view the attachment. You can view an attachment even when you do not have compatible software to open it.

Near the top of the View Attachment window, you will notice icons representing the currently selected attachment, any other attachments, and the message itself. You can view the contents of each by selecting the icons. You also can print and save attachments from the View Attachment window.

Since the file is not actually open, formatting may appear different than expected. If this happens, you can open the attachment using the application in which it was created, if available, or a compatible one.

Viewing an attachment


o	If someone forwards you a message that originally had an attachment, the attachment will not appear as a separate icon in the attachment area. To view it, you would open the message you just received and double-click the icon representing the forwarded message. The forwarded message opens in a new Mail From window from which you can access the attachment.

C Procedures

1. Open the folder containing the desired message.

2. Open the message containing the attached file.

3. Double-click the icon representing the attached file.

f Step-by-Step

View an attachment.

If necessary, open the Mailbox folder.

Open the Revised Agenda message you received from another student.

*Steps*	*Practice Data*
1. Double-click the icon representing the attached file. The View Attachment window opens with the attachment displayed.	Double-click AGENDA.TXT

Notice that the attachment area near the top of the window contains icons representing the message and the attachment. Click the Message icon to view the message. Click the attachment icon to view the attachment again. Close the View Attachment window.

_{Opening an Attachment}

d Discussion

You may want to open an attachment, rather than view it, to more accurately see how it was formatted, or to edit or save the contents. To open a file, your computer must have or know the application in which the file was created or a compatible application.

Different kinds of file attachments are represented by different icons. The icons indicate the application on your computer in which the file will be opened. For instance, a spreadsheet will have a different icon than a word processing document. When you open an attachment, the file will automatically open into the program referenced by the icon.

If GroupWise cannot determine which program should be used to open the file, the attachment will be represented by a generic icon and GroupWise will ask you for the path to a compatible program. Even if you cannot open a file, you can still view it.


o	You can open a document while viewing it. In the View Attachment window, select the File menu and then select the Open command.


x	When you open an attachment from within GroupWise and save your changes, the original attachment remains unchanged. Instead, changes are saved to a copy of the attachment on your hard drive or to a location you selected. To share the edited file, you must attach it to a message from its new location.

C Procedures

1. Select the folder containing the desired message.

2. Open the message containing the attached file.

3. Right-click the icon representing the attached file.

4. Select the Open or Open with command.

5. If applicable, select the path to the application in which you want to open the attachment.

6. Select OK, if necessary.

f Step-by-Step

Open an attachment.

If necessary, open the Mailbox folder and then open the Revised Agenda message.

*Steps*	*Practice Data*
1. Right-click the icon representing the attached file. A shortcut menu appears.	Right-click the AGENDA.TXT icon
2. Select the Open command. The attached file opens in its associated application.	Click Open

Close the associated application window to return to GroupWise.

_{Saving an Attachment}

d Discussion

You can save an attachment as a separate file when you view or open it. Having a copy of an attachment is important if you want to work with the file when GroupWise is not open. When you save an attachment, the original attachment remains unchanged.

After the attachment is saved, you can open the file and make any desired changes without opening GroupWise. If you want to distribute the file after you have made changes to it, you must attach it to a new message from the new location. If you simply forward the message containing the original attachment, your changes will not be included.

The Save dialog box


o	Instead of selecting the Browse button, you can type the desired folder in the Current directory box in the Save dialog box.

o	While an attachment is open, you can use the associated application’s features to save a copy of the attachment along with any changes, just as you would any other file.

C Procedures

1. Open the folder containing the desired message.

2. Open the message containing the attached file.

3. View the desired attachment.

4. Click the Save button .

5. Select the attachment you want to save.

6. Drag to select the text in the Save file as box, if desired.

7. Type a different file name for the attachment, if desired.

8. Select Browse.

9. Select the drive where you want to save the file.

10. Select the folder where you want to save the file.

11. Select OK.

12. Select Save.

13. Select Close.

14. Close the View Attachment window.

15. Close the Mail From window.

f Step-by-Step

Save an attachment.

If necessary, open the Mailbox folder and then open the Revised Agenda message.

In this step-by-step, you will save the attachment from the View Attachment window. Additional methods are available to save attachments and the steps for those methods will vary.

View the AGENDA.TXT attachment in the View Attachment window.

*Steps*	*Practice Data*
1. Click the Save button. The Save dialog box opens.	Click
2. Select the attachment you want to save. The desired attachment is selected and the file name appears in the Save file as* box.*	Click +Attachment: AGENDA.TXT
3. Drag to select the text in the Save file as box, if desired. The text is selected.	Drag to select the text in the Save file as box
4. Type a different file name for the attachment, if desired. The file name appears in the Save file as* box.*	Type *agenda1.txt*
5. Select Browse. The Browse for Folder dialog box opens.	Click Browse...
6. Select the drive where you want to save the file. A list of available folders appears.	Double-click to select the student data drive
7. Select the folder where you want to save a file. A list of available files appears.	Double-click to select the student data folder
8. Select OK. The Browse for Folder dialog box closes and the selected path appears in the Current directory* box.*	Click OK
9. Select Save. The attachment is saved and the word Saved* appears next to the file name in the Items to save list box.*	Click Save
10. Select Close. The Save dialog box closes.	Click Close

Close the View Attachment and the Mail From windows.

_{Saving a email messages}

d Discussion

_Exercise

_{Working with Messages}

e Task

Work with messages.

1. Create and send a message to another student in your class. The subject of the message is Annual Review and the message text should read:
I would like to conduct your annual review this Friday at 2 pm in my office. Let me know if this is a good time for you.

2. Open your Mailbox folder and refresh it to see the Annual Review message sent to you by another student.

3. Open the Annual Review message sent to you by another student and reply to it. Include the original message as well as the following text in the Message box: Sounds good to me..

4. Create and send a message to another student in your class. Send a carbon copy and a blind copy to other students in your class. The subject of the message is Leadership Workshop and the message text should read:
I will be attending a Leadership Workshop sponsored by SSR Training on 11/20. If you would like to attend, let me know by 11/11. Thank you.

5. Open the Leadership Workshop message sent to you by another student. (If more than one appears, select the first one that appears in the Item List.) Forward the message to another student . Include the following text in the Message box: Would you like to go?.

6. Create and send a message to another student in your class. Attach the product file stored in the student data folder and send the message. The subject of the message is Product Overview and the message text should read:

Attached is a draft of the product overview sheet for the customer information packet. Please return your comments to me by the end of the week.

7. Open the Product Overview message sent to you by another student. View the attachment, open the attachment, and then save it to the student data folder with the name product1.txt.

_{Lesson
3 -

Using Message Features}

_{In this lesson, you will
learn how to:}

· Save a draft message

· Use the Spell Checker

· Find a message

· Open a sent message

· Track a message

· Confirm the delivery of a message

· Retract a message

· Delete a message

· Recover a deleted message

· Empty the Trash folder

· Archive a message

· Unarchive a message

· Print a message

_{Saving a Draft Message}

d Discussion

You may begin a message and realize that you need additional information or do not have enough time to complete it. You can save the message as a draft. Later, when you are ready to complete the draft message, you can open it, add additional information, and send it.

Although you can store draft messages in other folders, the Work In Progress folder is the default location for incomplete messages. A draft message is indicated by a pencil icon to the left of the item in the Item List. When you send a draft message, it moves from where it was stored to the Sent Items folder.

Saving a draft message


o	You also can save a message you are creating as a draft by clicking the Save button on the Mail To window toolbar.

o	If you close or cancel a message rather than sending it, a Cancel dialog box opens, prompting you to save the message. If you select Yes, the Folders dialog box opens.

C Procedures

1. Create a message.

2. Address and complete the message, as desired.

3. Select the File menu.

4. Select the Save Draft command.

5. Select a new location for the draft message, if desired.

6. Select OK.

7. Close the Mail To window.

f Step-by-Step

Save a draft message.

Create a new mail message. Type the name of the student in the To box . Type Travel Arrangements in the Subject box and then type the text Please plan to arrive a day early for the Kansas meeting. in the Message box.

*Steps*	*Practice Data*
1. Select the File menu. The File* menu appears.*	Click File in the Mail To window
2. Select the Save Draft command. The Folders dialog box opens with the Work in Progress* folder selected.*	Click Save Draft
3. Select OK. The Folders dialog box closes and the message is stored in the desired folder.	Click OK
4. Close the Mail To window. The Mail To window closes.	Click on the Mail To window title bar

Open the Work In Progress folder and view the Item List. Notice that the Travel Arrangements message appears in this folder with a pencil icon to the left of the item indicating that this is a draft message. Open and send the message. Notice that the message no longer appears in the Work in Progress folder. Open the Sent Items folder to verify that the draft message was sent.

_{Using the Spell Checker}

d Discussion

You can use the Spell Checker to check the spelling of a message. The Spell Checker looks for words that are not found in the Spell Checker dictionary. If an unrecognized word is misspelled, you can correct it in the Writing Tools dialog box or in the message itself. The Spell Checker only checks the contents of the Message box.

Some words identified by the Spell Checker may actually be correct. If a word is correct, but identified because it was not found in the Spell Checker dictionary, you can add it to your dictionary. This method is a useful way of handling proper names, such as the name of a person or street. You may also use the Skip Once or Skip Always buttons to skip the word once or skip all occurrences of the word in that message only.

The Writing Tools dialog box


o	When you select the Check spelling before send option on the General page in the Environment Options dialog box, Spell Checker runs automatically whenever you send an item. To open Environment Options dialog box, select the Tools menu, select the Options command, and then double-click the Environment icon.

o	If you do not see a suitable replacement word in the list of replacement suggestions, you can type the desired text in the Replace with box and then select the Replace button.

o	You can customize GroupWise to automatically replace certain misspelled words, look for irregular capitalization, check for duplicate words, and show phonetic suggestions. While the Spell Checker is running, select the Customize button in the Writing Tools dialog box and select the desired option from the pull-down list.

C Procedures

1. Create a new message.

2. Address and complete the message, as desired.

3. Select the Tools menu.

4. Select the Spell Check command.

5. If the word is incorrect, select the desired word from the Replacements list.

6. Select Replace.

7. If the word is correct, select Skip Once, Skip Always, or Add.

8. When the spell check is complete, select Yes to close the Spell Checker.

9. Click the Send button on the toolbar.

f Step-by-Step

Use the Spell Checker.

Create a new mail message. Type the name of the student in the To box . Type Staffing in the Subject box and then type the text Please prepare your WSG staffing estimates for the new quartr. in the Message box, including the misspellings.

*Steps*	*Practice Data*
1. Select the Tools menu. The Tools* menu appears.*	Click Tools
2. Select the Spell Check command. The Writing Tools dialog box opens with the first unrecognized word identified.	Click Spell Check
3. Select Skip Once or Skip Always. The word is skipped and the next unrecognized word is identified.	Click Skip Once
4. Select the desired word from the Replacements list. The desired replacement word is selected.	Click quarter from the Replacements list
5. Select Replace. The word is replaced and the next unrecognized word is identified, or a dialog box opens, asking if you want to close the Spell Checker.	Click Replace
6. Select Yes. The Spell Checker and Writing Tools dialog boxes close.	Click Yes

Send the message.

_{Finding a Message}

d Discussion

You may need to find a message or find all items that meet certain search criteria. The Find feature enables you to use a variety of search techniques, either exclusively or in conjunction with other search options, so that your search can be as refined or as expansive as desired.

For example, in any box that accepts text, you can use terms that specify how GroupWise looks for multiple keywords. The following table discusses some of the refining terms:

Term	Description
AND (or a space)	This term finds all items that meet two or more conditions. For instance, if you type WSG staffing or WSG and staffing, GroupWise looks for items containing both WSG and staffing.
OR	This term finds all items that meet one of the conditions. For instance, if you type WSG or staffing, GroupWise looks for items containing the words WSG or staffing,
NOT	This term finds all items containing one condition but not the other. For instance, if you type WSG not staffing, GroupWise looks for items containing the word WSG but not containing the word staffing.
“”	This term finds all items containing the text within the quotations. For instance, if you type “WSG staffing”, GroupWise looks for items containing that exact phrase.
*	This term finds all items containing the desired text plus any missing characters represented by the asterisk. For instance, if you type staff, GroupWise looks for items containing the words staff, staffing, and staffed*.

You will need to use the Find page in the Find dialog box when you are not sure of the type of item for which you are searching. When you only need to search one type of item, however, such as mail, you can use the Find by Example page in the Find dialog box to specify the options according to the type of item you selected.

Finding a message


o	The boxes that accept keywords are not case-sensitive. Uppercase or lowercase letters will not narrow your search.

o	To search for all item types and sources, you do not need to select any item type or source. GroupWise searches for all items meeting your other search criteria.

C Procedures

1. Select the Tools menu.

2. Select the Find command.

3. Select the Find by Example tab.

4. Select the Item type list.

5. Select the desired item type.

6. Select the desired item source, if necessary.

7. Select the desired box.

8. Type the desired keyword(s).

9. Select OK.

10. Close the Find Results window.

f Step-by-Step

Find a message.

In this step-by-step, you will use the Find by Example page to search for a message. Different options will be available if you use the Find page or if you search for a different item type.

*Steps*	*Practice Data*
1. Select the Tools menu. The Tools* menu appears.*	Click Tools
2. Select the Find command. The Find dialog box opens.	Click Find
3. Select the Find by Example tab. The Find by Example* page appears.*	Click the Find by Example tab
4. Select the Item type list. A list of options appears.	Click Item type:
5. Select the desired item type. The desired item type is selected.	Click Mail
6. Select the desired box. The insertion point appears in the desired box.	Click in the Message box
7. Type the desired keyword(s). The desired keyword(s) appear in the box.	Type *WSG*
8. Select OK. The Find dialog box closes and the Find Results window opens with the search results displayed.	Click OK

Click the Modify Find button on the toolbar. Notice that the Find dialog box opens with your most recent search criteria displayed. Select the Received option. Select OK to resubmit the search. When the Find Results dialog box opens with the search results displayed, double-click the Staffing message to open it. Close the Mail From and Find Results windows.

_{Opening a Sent Message}

d Discussion

You can open the messages you have sent and view information about their delivery in the Sent Items folder. You can forward, resend, and delete sent items as desired.

The Sent Items folder is slightly different than most other GroupWise folders. An envelope icon does not appear to the left of the Sent Items folder icon when that folder contains unopened mail; a closed envelope icon appears next to the message in the Item List for the Sent Items folder until one or more of the recipients opens the message. The icon changes to an opened envelope only when a recipient opens the message, and not when you, as the sender, open the message.

The following table describes many of the mail-related icons you will see in the Sent Items folder:

Icon	Description
	The message you sent was successfully delivered.
	The message has not been opened by the recipient.
	The message was opened by the recipient.
	The message has an attachment.
	A reply to this message is requested.

C Procedures

1. Open the Sent Items folder.

2. Right-click the mail message you want to open.

3. Select the Open command.

f Step-by-Step

Open a sent message.

If necessary, open the Sent Items folder.

*Steps*	*Practice Data*
1. Right-click the mail message you want to open. A shortcut menu appears.	Right-click the first message in the Sent Items folder
2. Select the Open command. The Mail From window opens.	Click Open

Close the Mail From window.

_{Tracking a Message}

d Discussion

Every sent item has a Properties window that displays delivery details, including when the item was delivered, the name(s) of the recipient(s), and when each recipient opened the message. GroupWise adds tracking information for each delivery activity performed.

When you send a message, the Properties window indicates the date and time that the item was delivered to each recipient. GroupWise adds additional information when each recipient opens the message if you configured GroupWise to track additional information.

GroupWise does not inform you when messages sent over the Internet are opened because it does not track messages once they leave the GroupWise system.

You also will not be informed if the message was forwarded to other users. GroupWise only tracks the activity between the sender and direct recipients.

By default, the Properties window records only when a message is delivered and opened. You can set it to indicate when messages have been deleted as well.

The Properties window


o	You can decide what information GroupWise tracks using the Send Options dialog box. To open the Send Options dialog box, select the Tools menu, select the Options command, and then double-click the Send icon.

o	You can also track items specifically for an email sent..

o	You can open a message from its Properties window by clicking the Open button on the Properties window toolbar.

C Procedures

1. Open the Sent Items folder.

2. Double-click the desired message.

3. Close the Properties window.

f Step-by-Step

Track a message.

Open the Mailbox folder and open the Staffing message sent to you by another student. Close the message and open the Sent Items folder.

*Steps*	*Practice Data*
1. Double-click the desired message. The message’s Properties window opens.	Double-click the Staffing message

Notice the delivery information in the Recipients and Action columns. Close the

Properties window.

o	This option only works if the option is set within the environment tab under the options menu otherwise you must right click and choose option fro the quick menu.

_{Confirming the Delivery of a
Message}

d Discussion

You can set up GroupWise to send you a message informing you when a recipient opens or deletes a message.

GroupWise cannot track messages sent out of the GroupWise system, so you will not receive return notifications for messages sent through the Internet.

Confirming the delivery of a message


o	You can receive a return notification for an individual message, or you can set up GroupWise to always notify you of certain activities using the Return notification options in the Send Options dialog box. To open the Send Options dialog box, select the Tools menu, select the Options command, and then double-click the Send icon.

C Procedures

1. Create a new message.

2. Address and complete the message, as desired.

3. Select the File menu.

4. Select the Properties command.

5. Select the Status Tracking tab.

6. Select the When opened pop-up button.

7. Select the desired option.

8. Select the When deleted pop-up button.

9. Select the desired option.

10. Select OK.

11. Send the message.

f Step-by-Step

Confirm the delivery of a message.

Create a new message. Type the name of another student in the To box . Type Health Benefits in the Subject box and then type the text Our new insurance will be in effect on the first of the month. in the Message box.

*Steps*	*Practice Data*
1. Select the File menu. The File* menu appears.*	Click File in the Mail To window
2. Select the Properties command. The Mail and Phone Properties dialog box opens.	Click Properties
3. Select the Status Tracking tab. The Status Tracking* page appears.*	Click the Status Tracking tab
4. Select the When opened pop-up button. A list of options appears.	Click When opened
5. Select the desired option. The desired option appears on the button.	Click Mail Receipt
6. Select the When deleted pop-up button. A list of options appears.	Click When deleted
7. Select the desired option. The desired option appears on the button.	Click Mail Receipt
8. Select OK. The Mail and Phone Properties dialog box closes.	Click OK

Send the message. Open your Mailbox folder and refresh your Mailbox. Open the Health Benefits message you received from another student and close it. Refresh your Mailbox again. You will receive a notification in your Mailbox folder for each recipient who opens a message.

_{Retracting a Message}

d Discussion

You may send a message and realize that you sent it in error. Instead of sending another message, you can retract the original message. You can remove the message from your Mailbox, this is just like deleting mail from the sent items folder, the Mailboxes of recipients, this is enables you to remove the file from all recipients mailboxes and it confirms the success of the retraction, or all Mailboxes, this option removes the file from your mail box and the recipients mailbox and it does not confirm the success of the retraction.

An item that was opened by the recipient before you attempted to retract it cannot be retracted, and you will not receive an error message telling you that the retraction failed. If an item addressed to multiple people has been opened by one or more recipients, you can still retract the message from your Mailbox and the Mailbox of any recipient who did not open it.

Retracting a message

C Procedures

1. Open the Sent Items folder.

2. Select the message you want to retract.

3. Press [Delete].

4. Select the Mailbox(es) from which you want to delete the message.

5. Select OK.

f Step-by-Step

Retract a message.

Create a new mail message. Type the name of another student in the To box . Type Budget in the Subject box and then type the text I need your proposed budget no later than tomorrow morning. in the Message box. Send the message. Do not open any message you receive. Open the Sent Items folder.

*Steps*	*Practice Data*
1. Select the message you want to retract. The desired message is selected.	Click the Budget message
2. Press [Delete]. The Delete Item dialog box opens.	Press [Delete]
3. Select the Mailbox(es) from which you want to retract the message. The desired option is selected.	Click Recipient’s Mailbox
4. Select OK. The Delete Item dialog box closes, and the message is retracted from the desired Mailbox(es).	Click OK

Open the Properties window for the retracted message. Notice the information indicating that the item has been delivered and then retracted. Close the Properties window.

_{Deleting a Message}

d Discussion

You can delete messages you no longer want. It is a good idea to delete old and unnecessary messages to make the Item List more manageable and enable GroupWise to run more efficiently.

When you delete or retract an item, it is moved to the Trash folder until either you manually delete it again or GroupWise automatically empties the trash. Once a message is deleted from the Trash folder, it is removed from the system and cannot be retrieved. By default, GroupWise empties the trash every seven days; however, you can change that setting, as desired.

The icon to the left of the Trash folder is a wastebasket. When the Trash folder is empty, the wastebasket appears empty. When the Trash folder contains deleted items, the wastebasket appears to contain crumpled paper. The Item List in the Trash folder indicates the date and time the message was deleted as well as the folder from which it was removed. If the folder of origin has been deleted, the original location is listed as Trash.


o	When you attempt to delete a message from the Sent Items folder, you have the option to delete it from your Mailbox and/or the recipient’s Mailbox. You can only retract messages that have not yet been opened by the recipient.

o	You can change how often GroupWise empties the Trash folder on the Cleanup page in the Trash Properties window. To open the Trash Properties window, right-click the Trash folder and select the Properties command.

C Procedures

1. Open the Sent Items folder.

2. Select the message you want to delete.

3. Press [Delete].

f Step-by-Step

Delete a message.

Open the Mailbox folder.

*Steps*	*Practice Data*
1. Select the message you want to delete. The desired message is selected.	Click the first message in the Item List
2. Press [Delete]. The message is deleted from the current folder and moved to the Trash* folder.*	Press [Delete]

Open the Trash folder. Notice that the deleted message appears in the Item List with the delete time and date listed along with the location from which the message was deleted.

_{Recovering a Deleted Message}

d Discussion

You may decide, after deleting a message, that you still need it. Deleted messages are stored in the Trash folder until they are deleted again or until GroupWise automatically empties the trash.

A message stored in the Trash folder can be recovered by moving it from the Trash folder to the folder from which it was deleted. If that folder no longer exists, the item is restored to the Cabinet folder.


o	You can also recover a message by right-clicking the message and selecting the Undelete command.


x	Once a message is deleted from the Trash folder, it is unrecoverable.


o	Messages are purged from the Trash folder every 14 days.

C Procedures

1. Open the Trash folder.

2. Select the deleted message you want to recover.

3. Select the Edit menu.

4. Select the Undelete command.

f Step-by-Step

Recover a deleted message.

If necessary, delete at least one message and open the Trash folder.

*Steps*	*Practice Data*
1. Select the deleted message you want to recover. The desired message is selected.	Click the first message in the Trash folder
2. Select the Edit menu. The Edit* menu appears.*	Click Edit
3. Select the Undelete command. The message is removed from the Trash* folder and returned to the folder from which it was deleted or the Cabinet folder, if the original folder no longer exists.*	Click Undelete

Open the Mailbox folder. Notice that the deleted message appears in the Item List.

_{Emptying the Trash Folder}

d Discussion

You can empty the Trash folder manually to enable GroupWise to operate more efficiently, deleting individual messages or emptying everything at once. GroupWise will empty the Trash folder every seven days by default.

You can use the Edit menu to empty the Trash folder while in another folder, but you may want to view the contents of the Trash folder first to make sure that you want to delete all the messages it contains.


o	You can also empty the trash by right-clicking the Trash folder and selecting the Empty Trash command.

o	To delete individual messages in the Trash folder, select the desired message(s), press the [Delete] key, and then select the Yes button to confirm the deletion.


x	Messages cannot be recovered once they have been deleted.

C Procedures

1. Open the Trash folder.

2. Select the Edit menu.

3. Select the Empty Trash command.

4. Select Yes to confirm the deletion.

f Step-by-Step

Empty the Trash folder.

If necessary, delete at least two messages from the Mailbox folder.

Open the Trash folder and notice that the Trash folder icon appears to have crumpled paper in it.

*Steps*	*Practice Data*
1. Select the Edit menu. The Edit* menu appears.*	Click Edit
2. Select the Empty Trash command. A GroupWise dialog box opens to verify that you want to delete all messages in the Trash* folder.*	Click Empty Trash
3. Select Yes to confirm the deletion. The GroupWise dialog box closes and all the messages are deleted from the Trash* folder.*	Click Yes

Notice that the crumpled paper no longer appears in the wastebasket icon.

_{Archiving a Message}

d Discussion

You can remove messages from GroupWise without permanently deleting them by archiving them. Archiving is helpful for storing older messages that you wish to save GroupWise runs more efficiently with less email messages, and other files. Archived messages are still accessible to view, open, delete, and print. You cannot forward or otherwise share an archived message with others until the message is unarchived.

When you archive a message, GroupWise removes it from the current folder and moves the message to a folder by the same name on the network in a central archive directory folder. If no folder by that name exists, GroupWise creates one and then moves the message. Physically, the archive files are stored the network, rather than with your Mailbox in the main GroupWise system.

The Open Archive command is a toggle. You select it to view your archive and deselect it to return to the Main Window. The archive looks very similar to your Mailbox, and you use it in much the same way. For instance, you can create folders to manage mail. You will notice that the text (Archive) appears in the GroupWise window title bar to let you know you are in the archive. By default, messages are archived manually; however, you can set GroupWise to archive messages automatically.


o	You can change archive options in the Environment Options dialog box. To open the Environment Options dialog box, select the Tools menu, select the Options command, and then double-click the Environment icon. You can specify the archive directory on the File Location page, or you can choose to automatically archive messages on the Cleanup page.

o	To select consecutive messages, hold the [Shift] key and click the first and last messages in the range. To select non-consecutive messages, hold the [Ctrl] key and click each message you want to archive.

o	You can look for messages in the archive by opening the archive and then using the Find feature. You cannot search both your Mailbox and your archive at the same time.

C Procedures

1. Open the folder containing the desired message(s).

2. Select the message(s) you want to archive.

3. Select the Actions menu.

4. Select the Archive command.

f Step-by-Step

Archive a message.

Open the Mailbox folder.

*Steps*	*Practice Data*
1. Select the message(s) you want to archive. The desired message(s) are selected.	Click the first message in the Item List
2. Select the Actions menu. The Actions* menu appears.*	Click Actions
3. Select the Archive command. The selected message is removed from the current folder and moved to the archive folder.	Click Archive

Select the File menu and then select the Open Archive command. Notice that the text (Archive) appears on the GroupWise window title bar. View the archived message in the Mailbox folder. To return to the Main Window, select the File menu and then deselect the Open Archive command.

_{Unarchiving a Message}

d Discussion

You can restore archived items to your active GroupWise account one at a time or in groups. When you unarchive a message, you remove it from the archive and return it to the folder in which it was located when it was archived. If that folder no longer exists, GroupWise creates the missing folder again and moves the message into it. You will then be able to work with the retrieved message like any other message.

Just as the Open Archive command is a toggle, the Archive command is a toggle for individual items. You select the Archive command to archive messages and deselect the Archive command to unarchive messages.


o	You can also unarchive a message while in your archive by right-clicking an archived message and deselecting the Archive command.

C Procedures

1. Select the File menu.

2. Select the Open Archive command.

3. Select the message(s) you want to unarchive.

4. Select the Actions menu.

5. Deselect the Archive command.

f Step-by-Step

Unarchive a message.

If necessary, archive a message in your Mailbox folder.

*Steps*	*Practice Data*
1. Select the File menu. The File* menu appears.*	Click File
2. Select the Open Archive command. The archived messages appear.	Click Open Archive
3. Select the message(s) you want to unarchive. The desired message(s) are selected.	Click the first archived message
4. Select the Actions menu. The Actions* menu appears.*	Click Actions
5. Deselect the Archive command. The selected message(s) disappear from the archive and return to the original folder.	Click Archive to deselect it

Select the File menu and deselect the Open Archive command to return to the Main Window in GroupWise. Notice that the unarchived message reappears in the Mailbox folder.

_{Printing a Message}

d Discussion

You may want to print a hard copy of messages before you delete them, or you may want to print messages you send to other users. You can print messages that you are currently reading or creating, along with any attachments. You can also print the Properties information for messages.

Messages print according to the default options for your particular printer. You can change the page setup of messages including paper size, orientation, and margin using the Page Setup button in the Print dialog box.

The Print dialog box


o	You may want to print several messages at the same time. From the GroupWise Main Window, select the messages you want to print, select the File menu, and then select the Print command. To print any attachments as well, hold the [Ctrl] key and select the attachment.

o	You can print an attachment from GroupWise or from within a compatible application. If an attachment is printed from GroupWise, formatting may print differently than expected, but the print time is generally quicker.

o	The Print button that appears on the toolbar of the GroupWise Main Window is used to print your calendar only.

C Procedures

1. Open the folder containing the desired message.

2. Open the message you want to print.

3. Click the Print button .

4. Select the Print attachment with associated application option, if desired.

5. Select Print.

f Step-by-Step

Print a message.

If necessary, open the Mailbox folder.

*Steps*	*Practice Data*
1. Open the message you want to print. The desired message opens.	Open the first message in the Item List
2. Click the Print button. The Print dialog box opens with the message and any attachments listed in the Items to print* list box.*	Click
3. Select Print. The Print dialog box closes and GroupWise prints the message.	Click Print

Close the message window.

_Exercise

_{Using Message Features}

e Task

Use message features.

1. Create and send a message to another student in your class with the misspelling. The subject of the message is Quality Meeting and the message text should read:

I am unable to atend the WSGQuality meeting on Friday.

2. Check the spelling of the message. Replace atend with attend and skip WSGQuality. Close the Spell Checker.

3. Save the message as a draft in the Work in Progress folder.

4. Open the Work in Progress folder.

5. Open your draft message and send it.

6. Open your Mailbox folder and refresh your Mailbox.

7. Use the Find feature to search for a sent message containing the word meeting in the message box. Close the Find dialog box.

8. Retract the Quality Meeting message you sent from the recipient’s Mailbox.

9. Create a message to another student in your class. Change the message settings to notify you when the message has been opened and then send it. The subject of the message is Quarterly Objectives and the message text should read:

I will present my objectives for next quarter on Friday.

10. Open the Mailbox folder and refresh your Mailbox.

11. Open and close the Quarterly Objectives message you receive.

12. Open the Sent Items folder and view the Properties window for the message you sent. Close the Properties window.

13. Open the Mailbox folder and delete the first message in the Item List.

14. Recover the message you just deleted.

15. Delete three messages and empty the Trash folder.

16. Open the Mailbox folder and archive the first message in the Item List.

17. Unarchive the message you just archived.

18. Open the Mailbox folder and print the first message in the Item List.

_{Lesson
4 -

Working with the Address Book}

_{In this lesson, you will
learn how to:}

· Address a message - Address Book

· Working with SKGF Groups and Resources

· Add an entry to an address book

· Delete an entry from an address book

· Create a personal group

· Manage the Address Book

_{Addressing a Message - Address
Book}

d Discussion

Rather than typing the names of recipients to address a message, you can select the recipients from your Address Book.

The Address Book contains individual address books that you can use to organize your contact information. Each address book contains entries you can use to address messages. By default, the Address Book displays three address books, each on its own page: the Novell GroupWise Address Book, the Frequent Contacts address book, and a personal address book.

The Novell GroupWise Address Book is available to all GroupWise users connected to your server and includes users groups and resources that you may address items to within the GroupWise system. Only your system administrator can add , remove and modify names from this address book.

The Frequent Contacts address book contains a list of people to whom you recently sent mail. When you address a message, each recipient is added to your Frequent Contacts address book. The Frequent Contacts address book may duplicate entries that are in your other address books. Unlike other address books, you can view the last date you used an entry, as well as how many times you have sent mail to that address.

Although you can create new entries in the Frequent Contacts address book, you may want to use a personal address book instead. Personal address books are designed to be used like real address books. By default, you have one personal address book, which displays your name on the tab. You can create additional personal address books, as desired.

When you use the Address Book to address a message, the entries you select are added to an Address List right below the To, CC, and BC buttons.

Using the Address Book to address a message


o	You also can open the Address Book using the Address Book button in the GroupWise Main Window.

o	To remove a recipient from a To, CC, or BC box, select the name of the recipient and press the [Delete] key.

C Procedures

1. Create a new message.

2. Click the Address Item button on the toolbar.

3. Select the tab of the desired address book, if necessary.

4. Double-click the name(s) of the desired primary recipient(s).

5. Select CC or BC, if desired.

6. Double-click the name(s) of recipient(s) who will receive a copy of the message, if desired.

7. Select OK.

8. Complete the message, as desired.

9. Send the message.

f Step-by-Step

Use the Address Book to address a message.

Create a new message.

*Steps*	*Practice Data*
1. Click the Address Item button on the toolbar. The Address Book window opens.	Click on the toolbar
2. Select the tab of the desired address book, if necessary. The desired address book appears.	Click the Novell GroupWise Address Book tab, if necessary
3. Double-click the name(s) of the desired primary recipient(s). The desired name(s) appear in Address List on the right side of the Address Book window.	Double-click the name of another student.
4. Select CC. The CC button is selected.	Click CC:
5. Double click the name(s) of recipient(s) who will receive a copy of the message. The desired name(s) appear in the Address List on the right side of the Address Book window.	Double-click the name of another student.
6. Select OK. The Address Book window closes and the selected recipient(s) appear in the appropriate boxes in the Mail To window.	Click OK

Select the text in the CC box and press [Delete] to remove that recipient. Close the Mail To window without saving the changes.

_{SKGF Groups and Resources}

d Discussion

You will find a few predefined lists of groups and resources intermingled with the names of GroupWise users. These list were created for a handy way to address messages and schedule resources.

You can view the entire list of groups and resources. The filter button will allow you to see all groups and resources or email addresses.


o	.

C Procedures

1.
2. .
3. .
4. .
5.
6.
7. .
8. .
9.
10.

f Step-by-Step

skgf groups and resources …...

If necessary, open the Address Book.

*Steps*	*Practice Data*
1. .
2.	.
3. .
4.	.
5. .
6. .
7.
8. .
9. .

Close the Address Book……..

_{Adding an Entry to an Address Book}

d Discussion

You may want to create a new entry in one of your address books. You can add entries to your default personal address book and your Frequent Contacts address book, but not to the Novell GroupWise Address Book.

GroupWise provides three kinds of address book entries: people, resources, and organizations. Each entry contains contact information such as name, title, telephone number, and address. When creating a new entry, you do not need to fill in all available boxes. The only information you must provide is a name and an e-mail address.

The Information for New Entry dialog box


o	To edit an address book entry, right-click the entry and select the Information command.

o	If you enter an organization name in the Organization box while creating an entry for a person, GroupWise automatically creates an organization entry by that name in the same address book.

C Procedures

1. Click the Address Book button .

2. Select the tab of the address book to which you want to add an entry, if necessary.

3. Select Add.

4. Select the desired entry type.

5. Select OK.

6. Enter the desired information for the new entry.

7. Select OK.

f Step-by-Step

Add an entry to an address book.

In this step-by-step, you will add a person to an address book. The instructions will vary when you add a resource or organization.

*Steps*	*Practice Data*
1. Click the Address Book button on the toolbar. The Address Book opens.	Click
2. Select the tab of the address book to which you want to add an entry. The desired address book appears.	Click the Frequent Contacts tab, if necessary
3. Select Add. The New Entry dialog box opens with the Person* entry type selected.*	Click Add...
4. Select OK. The New Entry dialog box closes and the Information for New Entry dialog box opens.	Click OK
5. Enter the desired information for the new entry. The desired information is entered in the Information for New Entry dialog box.	Follow the instructions shown below the table before continuing on to the next step
6. Select OK. The Information for New Entry dialog box closes, the new entry appears in the selected address book, and an entry for the organization is created in the same address book.	Click OK

Enter the information in the Information for New Entry dialog box as shown in the following table:

First name	George
Last name	Orien
Organization	Orien Marketing, Inc.
E-mail address	gorien@omi.com
E-mail type	xyz
Address	21 Main Street
City	Porson
State	PA
ZIP Code	19999
Title	President
Phone #s (Office)	717-222-2222

Return to the table and continue on to the next step.

_{Deleting an Entry from an Address
Book}

d Discussion

To avoid cluttering your address books with outdated information, you will need to delete entries that you no longer use. Rather than deleting and recreating information when part of an entry is outdated, you can edit the information in an entry instead.

You can delete and edit entries from personal address books and your Frequent Contact address book, but not from the Novell GroupWise Address Book.


o	You also can delete an entry by selecting the entry and pressing the [Delete] key.

o	To change information in an address book entry, right-click the entry and select the Information command.

C Procedures

1. Open the Address Book.

2. Select the tab of the address book from which you want to delete an entry.

3. Select the entry you want to delete.

4. Select Remove.

5. Select Yes.

f Step-by-Step

Delete an entry from an address book.

If necessary, open the Address Book and display your personal address book.

*Steps*	*Practice Data*
1. Select the entry you want to delete. The desired entry is selected.	Click the entry indicated by your instructor
2. Select Remove. An Address Book - Question dialog box opens, asking you if you are sure that you want to delete the address book entry.	Click Remove
3. Select Yes. The Address Book - Question dialog box closes and the address book entry is deleted.	Click Yes

_{Creating a Personal Group}

d Discussion

You may have several individuals to whom you regularly send mail messages as a group. Instead of addressing the messages manually each time, you can create a personal group and use the group name to address a message sent to those recipients.

You use the Address Book to create a personal group. You create a list containing the names of the desired recipients, specifying whether each is a primary recipient or a copied recipient, and then you name and save the group. The personal group is created in the address book that was displayed when the group was saved. If the Novell GroupWise Address Book is displayed at that time, the group is saved to the address book that appears on the next page.

A group can include recipients from several address books. For example, you could create a personal group called Custom Software, including internal users from the Novell GroupWise Address Book and external users from your personal address book. You would address messages to that group by typing Custom Software in the To box or by selecting that entry from the address book.

If you view an item sent to that group in the Sent Items folder, Custom Software would be listed in the To column. The Properties window would include delivery information for each recipient.

Your system administrator also can create groups, called public groups. Public groups are accessible through the Novell GroupWise Address Book. A common public group contains the names of all individuals in an organization.

The Save as Group dialog box


o	To edit an existing personal group, right-click the entry and select the Edit Group command.

C Procedures

1. Open the Address Book, if necessary.

2. Select the tab of the address book containing the desired names.

3. Double-click the names of the desired primary recipients.

4. Select CC or BC, if desired.

5. Double click the names of recipients who will receive a copy of the message, if desired.

6. Select Save Group.

7. Type the desired name of the group.

8. Select the Address book list.

9. Select the address book in which you want to store the group, if necessary.

10. Select OK.

f Step-by-Step

Create a personal group.

If necessary, open the Address Book.

*Steps*	*Practice Data*
1. Select the tab of the address book containing the desired names. The desired address book appears.	Click the Novell GroupWise Address Book tab
2. Double-click the names of the desired primary recipients. The desired names appear in the Address List.	Double-click the name of another student.
3. Select CC or BC, if desired. The CC or BC option is selected.	Click CC:
4. Double-click the names of recipients who will receive a copy of the message, if desired. The desired names appear in the Address List.	Double-click the name of another student.
5. Select Save Group. The Save as Group dialog box opens with the insertion point in the Save as group* box and with the Frequent Contacts address book selected.*	Click Save Group...
6. Type the desired name of the group. The desired name appears in the Save as group* box.*	Type *Department*
7. Select the Address book list. A list of available address books appears.	Click Address book
8. Select the address book in which you want to store the group, if necessary. The desired address book appears in the Address book* box.*	Click the address book tab with your name on it
9. Select OK. The Save as Group dialog box closes and the personal group is saved to the desired address book.	Click OK

Close the Address Book. Create a new mail message addressed to the Department group, with the subject Scheduling Meeting and the following subject text: We will meet Tuesday to discuss the scheduling of current and future projects.. Send the message. Refresh your Mailbox. Then, select the Sent Items folder and open the Properties window for the message. Review the delivery information. Close the Properties window.

_{Managing the Address Book}

d Discussion

GroupWise provides tools to help you manage the information contained in your address books. You can view columns that are hidden, hide visible columns, change the order in which columns appear, sort your address books, and print an address book in a desired format.

You also can add a new column to accommodate additional information. To add a column, you must create a custom field that appears as the last column of an address book. You might need to scroll to the right in the address book to see the new column. A custom field cannot be deleted, but it can be hidden if you no longer need it.

Using the Print dialog box, you can choose whether or not to print an entire address book or only selected entries.

To change how a printout looks, you must change how the address book appears on your screen. For instance, if the columns are too close together on your printout, you would widen the columns in your address book.

In addition, entries print in the order they appear in the address book. To change the print order, you must change how the address book is sorted.


o	To hide visible columns or view hidden columns, right-click the column heading, which appears as black text on a gray background. Select the More Columns option and change the column settings in the Address Book Column Selection dialog box as desired.

o	To add a custom field, right-click an entry in the desired address book and select the Information command. In the Information for <user> dialog box, select the Advanced button. Then, in the User-Defined Properties dialog box, select the New button.

o	To widen a column in an address book, position your mouse pointer between two columns until you see split bars and then drag the column border to the desired width.

_Exercise

_{Working with the Address Book}

e Task

Work with the Address Book.

1. Use the Address Book to address a new message to two other students, making one the primary recipient and the other the copied recipient. Close the message without sending or saving it.

2. Add the following entry to your default personal address book:

First name:	Sara
Last name:	Morgan
Organization:	Morgan’s Best Buys
E-mail address:	saramorgan@mbb.com
E-mail type:	abc
Address:	5220 Park Avenue
City:	New York City
State:	NY
Zip Code:	21000
Title:	President
Phone #s (Office):	212-444-2986

3. Create a personal group containing the first five names in the Novell GroupWise Address Book, excluding your name, in the To box. Name the group Staff and save it to your Frequent Contacts address book.

4. Delete all the address book entries you just created.

_{Lesson
5 -

Managing Folders and Messages}

_{In this lesson, you will
learn how to:}

· Use the Cabinet folder

· Create a personal folder

· Move a message to a folder

· Copy a message between folders

· Delete a folder

_{Using the Cabinet Folder}

d Discussion

You can use the Cabinet folder just like you use a filing cabinet, organizing information in folders as you would folders in a filing cabinet. You can create as many personal folders as you need and use descriptive names, such as the name of a project, an individual, or a department, to help you organize your messages.

In addition, you can create personal folders inside of personal folders or personal folders that stand alone on the Folder List. Although, for simplicity, you will probably want to keep most of your general filing in the Cabinet folder. You can also delete and move personal folders.

The icon to the left of the Cabinet folder is a filing cabinet and its top drawer opens when you select it.

_{Creating a Personal Folder}

d Discussion

You can manage information related to specific projects or responsibilities using personal folders. You create a folder and then move related messages to that folder.

If you provide administrative support to three executives in your company, you could create a folder named after each and subfolders representing the projects or areas with which you assist them, such as Meetings or Travel.

Creating a personal folder


o	By default, GroupWise creates the new folder inside the folder that was selected at the time the folder was created. You can select a different location while creating the folder, or you can move it later, if desired.

o	You can drag existing folders to new locations.

o	In addition to personal folders, you can create shared folders and Find Results folders. Shared folders are similar to personal folders, except you allow other users to access the contents. The Find Results folders are very different, in that they contain cross references to items located in other folders.

C Procedures

1. Open the folder in which you want to create the new folder.

2. Select the File menu.

3. Point to the New command.

4. Select the Folder command.

5. Select Next.

6. Type the name of the new folder.

7. Position the folder as desired.

8. Select Next.

9. Select and deselect options, as desired.

10. Select Finish.

f Step-by-Step

Create a personal folder.

Open the Cabinet folder.

*Steps*	*Practice Data*
1. Select the File menu. The File menu appears.	Click File
2. Select the New command. The New* submenu appears.*	Point to New
3. Select the Folder command. The Create Personal Folder dialog box opens with the Personal Folder* option selected.*	Click Folder...
4. Select Next. The next page of the Create Personal Folder dialog box appears with the default text in the Name* box selected.*	Click Next >
5. Type the name of the new folder. The desired text appears in the Name* box and the folder name in the Position list box changes.*	Type *Important*
6. Select Next. The last page of the Create Personal Folder dialog box appears.	Click Next >
7. Select or deselect options, as desired. The desired options are selected or deselected.	Click Phone messages to deselect it
8. Select Finish. The Create Personal Folder dialog box closes and the personal folder is created.	Click Finish

Notice that the folder appears as a subfolder in the Cabinet folder and that the icon to its left is a manila folder.

_{Moving a Message to a Folder}

d Discussion

As you receive new messages in your Mailbox folder, you will probably want to move some of them to other folders. You can easily move messages between folders.

Not all folders will accept moved messages. If you see an icon of a black circle with a bar through it as you drag an item to the new folder, the desired folder will not accept the message. For instance, you cannot move messages to the Sent Items folder.


o	Messages located in the Sent Items folder cannot be moved; you can create a copy or link them instead.

C Procedures

1. Open the folder containing the desired message.

2. Select the message you want to move.

3. Drag the message to the desired folder.

f Step-by-Step

Move a message to a folder.

If necessary, create a personal folder named Important.

Open the Mailbox folder.

*Steps*	*Practice Data*
1. Select the message you want to move. The desired message is selected.	Click the first message in the Mailbox folder
2. Drag the message to the desired folder. The message is removed from the original folder and moved to the new folder when you release the mouse button.	Drag the message to the Important folder

Open the Important folder to view the moved message.

Practice the Concept: Move the message back to the Mailbox folder.

_{Copying a Message between Folders}

d Discussion

You may have messages that you want to store in more than one folder. In most cases, you can easily copy a message from one folder to another folder. As you drag a message holding the [Ctrl] key, a plus sign (+) appears to indicate that you can place a copy of the message into the highlighted folder.

You will need to pay careful attention to the icons you see as you move or copy items, since each folder has settings that determine whether copied and/or moved messages can be stored there. If you see an icon of a black circle with a bar through it, the folder will not accept the copied or moved item. If a plus sign (+) does not appear near the mouse pointer and you see no other icons, the folder will not accept a copy of the selected message; the message will be moved there instead.


x	In previous versions of GroupWise, you could copy messages from the Sent Items folder to another folder by dragging them without holding the [Ctrl] key. In the current version, this will create a linked item that, when deleted, deletes the item from the Sent Items folder as well. To copy items from any GroupWise folder, you must hold the [Ctrl] key as you drag.

C Procedures

1. Open the folder containing the desired message.

2. Select the message you want to copy to another folder.

3. Hold [Ctrl] and drag the message to the desired folder.

f Step-by-Step

Copy a message to another folder.

If necessary, create a folder named Important.

Open the Mailbox folder.

*Steps*	*Practice Data*
1. Select the message you want to copy to another folder. The desired message is selected.	Click the first message in the Mailbox folder
2. Hold [Ctrl] and drag the message to the desired folder. A plus sign (+) appears on the destination folder if it will accept the copy and the message is copied to the new folder when you release the mouse button.	Hold [Ctrl] and drag the message to the Important folder

Open the Important folder to view the copy of the message.

_{Deleting a Folder}

d Discussion

You may want to delete a folder you no longer use, such as one you created for a project that is now complete. When you delete a folder, you can delete just the contents of the folder or the folder and its contents. If you delete just the contents, the folder is emptied, but it remains in the Folder List.

If you delete the folder and the contents, the folder is removed and the contents are moved to the Trash folder. The Item List in the Trash folder indicates the date and time each message was deleted and the folder of origin is shown as Trash.

The Delete Folder(s) dialog box

C Procedures

1. Select the folder you want to delete.

2. Press [Delete].

3. Select the desired option under Delete options.

4. Select OK.

f Step-by-Step

Delete a folder.

If necessary, create a folder named Important and copy at least one message to it.

Notice the subject of the copied message.

*Steps*	*Practice Data*
1. Select the folder you want to delete. The desired folder is selected.	Click the Important folder, if necessary
2. Press [Delete]. The Delete Folder(s) dialog box opens.	Press [Delete]
3. Select the desired option under Delete options. The desired option is selected.	Click Folder(s) and items
4. Select OK. The Delete Folder(s) dialog box closes and the contents of the selected folder and/or its contents are deleted.	Click OK

_Exercise

_{Managing Folders and
Messages}

e Task

Manage folders and messages.

1. Create a subfolder of the Cabinet folder and name it Current Projects.

2. Move the first message in the Mailbox folder to the Current Projects folder.

3. Copy the first message in the Mailbox folder to the Current Projects folder.

4. Delete the Current Projects folder and its contents.

5. Create a rule to file mail messages as follows. You do not need to select an item type.

Name	My Messages from <Name of another participant>
When event is	New Item
And items are	Received
If conditions are	items with a subject containing the word Important
Actions	Move the message to the Cabinet folder

6. Send a message with the subject Important Meeting to another student.. Notice that the Important Meeting message you receive from another student is moved to the Cabinet folder.

7. Create a reply rule as follows. You do not need to select an item type.

Name	Business Trip
When event is	New Item
And items are	Received
If conditions are	Apply the rule to mail messages received tomorrow
Actions	Send a reply to the sender only, containing the text: I am visiting a customer and will return tomorrow.

8. Disable all active rules.

_{Lesson
6 -

Working with Rules}

_{In this lesson, you will
learn how to:}

· Create a rule to file messages

· Disable an active rule

· Create a reply rule

· Outgoing Internet Mail rule

· Incoming Internet Mail rule

· Incoming Fax rule

_{Creating a Rule to File Messages}

d Discussion

You can file your messages by moving them manually to personal folders or by creating a rule. A rule is an organizational tool that allows you to define what happens to an item, based on criteria you establish. Rules enable you to better manage your Mailbox and organize your messages, without extra work on your part. Besides a file rule, you can create a rule to automatically send mail, forward or reply to a message, delete a message, or archive messages.

You define the conditions of the rule and the action you want to occur when a message meets those conditions. For example, you can create a rule called Joe’s Mail that will file messages you receive from Joe Smith in a folder named Joe Smith. You could also create a rule called Urgent that will automatically file high-priority messages in a folder named ASAP.

Rules apply by default to all new items that are received. You do not need to specify an item type, such as mail, unless you want the rule to apply only to that item type.

Creating a rule to file messages

C Procedures

1. Select the Tools menu.

2. Select the Rules command.

3. Select New.

4. Type the name of the new rule.

5. Select the desired option(s) under When event is, if desired.

6. Select the desired option(s) under If conditions are (optional), if desired.

7. Select Define Conditions.

8. Select the desired filter.

9. Select the operator pop-up button , if necessary.

10. Select the desired operator, if necessary.

11. Specify the desired filter criteria.

12. Select OK.

13. Select Add Action.

14. Select the Move to Folder command.

15. Expand the desired folder, if necessary.

16. Select the folder into which you want messages moved.

17. Select Move.

18. Select Save.

19. Select Close.

f Step-by-Step

Create a rule to file messages.

In this step-by-step, you will create a rule to move messages into a designated folder. The procedures will vary depending upon the particular rule you want to create.

Create a new subfolder in the Cabinet folder named Boss.

*Steps*	*Practice Data*
1. Select the Tools menu. The Tools* menu appears.*	Click Tools
2. Select the Rules command. The Rules dialog box opens.	Click Rules
3. Select New. The New Rule dialog box opens with the insertion point in the Rule name* box.*	Click New...
4. Type the name of the new rule. The name of the new rule appears in the Rule name* box.*	Type *Mail from the Boss*
5. Select Define Conditions. The Define Conditions dialog box opens with a list of options under Include entries where...* displayed.*	Click Define Conditions...
6. Select the desired filter. The desired filter is selected.	Click From
7. Select the operator pop-up button, if necessary. The desired operator is selected.	Click
8. Select the desired filter criteria, if necessary. The desired filter criteria are selected.	Click = Matches
9. Select the desired box, if necessary. The desired box is selected.	Click the next box
10. Type the desired text, if necessary. The text appears in the box.	Type the first and last name of another student
11. Select OK. The Define Conditions dialog box closes and the conditions appear below the Define Conditions* button in the New Rule dialog box.*	Click OK
12. Select Add Action. A menu of actions appears.	Click Add Action
13. Select the Move to Folder command. The desired action is selected and the Move Item to Folder Action dialog box opens.	Click Move to Folder...
14. Expand the desired folder, if necessary. The desired folder is expanded.	Click the plus sign (+) next to the Cabinet folder
15. Select the folder into which you want messages moved. The desired folder is selected.	Click Boss
16. Select Move. The Move Item to Folder Action dialog box closes and the action appears in the list box below Then actions are.	Click Move
17. Select Save. The New Rule dialog box closes and the rule appears enabled in the Rules dialog box.	Click Save
18. Select Close. The Rules dialog box closes.	Click Close

Send a message to the other student with the subject File Rule and the following message text: This is a test of your file rule.. Refresh your Mailbox. Open your Mailbox folder, if necessary, and notice that the folder does not contain the File Rule message from another student. Open the Boss folder and notice that the message appears in that folder.

_{Disabling an Active Rule}

d Discussion

You can disable rules you no longer need or delete scheduled rules that have expired. For example, you created a rule to file certain kinds of messages for a project that is now complete.

When you disable a rule, it remains in the Rules dialog box so that you can enable it later. When you delete a rule, it is permanently deleted.

Disabling an active rule


o	In the Rules dialog box, you can also disable a rule by deselecting the check box to its left. You can enable a rule by selecting the check box to its left or by selecting the rule and selecting the Enable button.

C Procedures

1. Select the Tools menu.

2. Select the Rules command.

3. Select the rule you want to disable.

4. Select Disable.

5. Select Close.

f Step-by-Step

Disable an active rule.

If necessary, create a rule that automatically files mail from the boss into the Boss folder.

*Steps*	*Practice Data*
1. Select the Tools menu. The Tools* menu appears.*	Click Tools
2. Select the Rules command. The Rules dialog box opens with all the rules you created displayed in the Rule list* list box.*	Click Rules
3. Select the rule you want to disable. The desired rule is selected.	Click the first rule in the Rule list list box, if necessary
4. Select Disable. The check box to the left of the rule is deselected and the text on the Disable* button changes to Enable.*	Click Disable
5. Select Close. The Rules dialog box closes and the rule is disabled.	Click Close

_{Creating a Reply Rule}

d Discussion

If you are out of the office for an extended period of time, you may want to send an automatic reply to certain messages and even decline appointments in your absence. You can do this by creating a reply rule.

Rules are guidelines you establish for handling new messages as you receive them. When you create a rule, you define the conditions of the rule and the action you want to occur when a message meets those conditions. When creating a reply rule, you pick a start date and an end date during which time the rule will apply. Then, you set up GroupWise to respond with a specific message to items received on those dates.

You can specify if the reply is sent to the sender only or to the sender and all recipients of the original message. In addition, you can name other recipient(s) to receive a copy of your response and include the original message so that they can keep track of your messages in your absence.

The Define Conditions dialog box


o	When creating a reply rule, you should consider that you probably do not want to automatically reply to groups and company-wide mail. Available options include replying only to high-priority messages and messages for which the sender has requested a reply.

o	The New Rule dialog box is set by default to apply rules to all new items that are received. You do not need to select an item type under If conditions are (optional), unless you want to specify that the rule will apply to a specific item type, such as mail.

C Procedures

1. Select the Tools menu.

2. Select the Rules command.

3. Select New.

4. Type the name of the new rule.

5. Select the desired option(s) under When event is, if desired.

6. Select the desired option(s) under If conditions are (optional), if desired.

7. Select Define Conditions.

8. Select the desired filter.

9. Select the operator pop-up button , if necessary.

10. Select the desired operator, if necessary.

11. Specify the desired filter criteria.

12. Select OK.

13. Select Add Action.

14. Select the Reply command.

15. Select the desired Reply options.

16. Select OK.

17. Type the desired message text in the Message box.

18. Select the Subject box.

19. Type the desired subject.

20. Select OK.

21. Select Save.

22. Select Close.

f Step-by-Step

Create a reply rule.

*Steps*	*Practice Data*
1. Select the Tools menu. The Tools* menu appears.*	Click Tools
2. Select the Rules command. The Rules dialog box opens.	Click Rules
3. Select New. The New Rule dialog box opens with the insertion point in the Rule name* box.*	Click New...
4. Type the name of the new rule. The name of the new rule appears in the Rule name* box.*	Type *Seminar*
5. Select Define Conditions. The Define Conditions dialog box opens with a list of options below Include entries where...* displayed.*	Click Define Conditions...
6. Select All fields. The All Filter Fields dialog box opens.	Click All fields
7. Select Due / End Date. The desired filter is selected.	Click Due / End Date
8. Select OK. The All Filter Fields dialog box closes and Due/End Date* is selected.*	Click OK
9. Click the operator pop-up button. A list of available operators appears.	Click
10. Select >= On or After Date. The desired operator is selected and today’s date is automatically entered in the next box.	Click >= On or After Date
11. Select the pop-up button to the right of the date. A list of options appears.	Click the pop-up button to the right of the date
12. Select And. The desired option is selected, a new line of conditions appears, and a list of filter field options appears.	Click And
13. Select Due / End Date. The desired filter is selected.	Click Due / End Date
14. Click the operator pop-up button to the right. A list of available operators appears.	Click
15. Select the desired operator. The desired operator is selected.	Click <= On or Before Date
16. Select the Calendar button. The Date Input dialog box opens.	Click
17. Select the date corresponding with the last day you will be out of the office. The desired date is selected.	Click the date for next Wednesday
18. Select OK. The Date Input dialog box closes and the desired date appears in the Define Conditions dialog box.	Click OK
19. Select OK. The Define Conditions dialog box closes and the conditions appear below the Define Conditions* button in the New Rule dialog box.*	Click OK
20. Select Add Action. A menu of actions appears.	Click Add Action
21. Select the Reply command. The Reply dialog box opens with the Reply to sender* option selected.*	Click Reply...
22. Select the desired Reply options. The desired options are selected.	Click Include message received from sender
23. Select OK. The Reply dialog box closes and another Reply dialog box opens with the insertion point in the Message* box.*	Click OK
24. Type the desired message text in the Message box. The desired message text appears in the Message* box.*	Type *I am out of the office until next Thursday. Please contact Jeff if you need help before then.*
25. Select the Subject box. The insertion point appears in Subject* box.*	Click in the Subject box
26. Type the desired subject. The desired subject appears in the Subject* box.*	Type *Out of Office*
27. Select OK. The Reply dialog box closes and the word Reply* appears in the list box below Then actions are.*	Click OK
28. Select Save. The New Rule dialog box closes and the rule appears enabled in the Rules dialog box.	Click Save
29. Select Close. The Rules dialog box closes and the reply rule is saved.	Click Close

Send a message to another student with the subject Reply Rule and the following message text: This is a test of your reply rule.. Refresh your Mailbox and open your Mailbox folder, if necessary. Notice that you automatically receive a response to that message with a subject starting with the text Re:. You may receive more than one response since both Mailboxes involved in the exercise have active rules. Disable the reply rule.

_{GroupWise Rules For All
Timekeepers}

d Discussion

Email Docketing Policy

The firm has implemented the following email policy to assure all materials sent via email are placed in the appropriate matter file. Each timekeeper will have two special rules set up in his/her GroupWise mail box.

Incoming Rule

The incoming rule forwards a copy of all Internet mail received by a timekeeper to his/her secretary. The secretary, unless instructed otherwise, is responsible for printing a hard copy of the email, any attachments, and putting it into the file and notifying the Docketing Department personnel if a date to be docketed is included in the email. .

Outgoing Rule

The Outgoing rule forwards a copy of all Internet mail SENT by the timekeeper to his/her secretary. The secretary, unless instructed otherwise, is responsible for printing a hard copy of the email, attachments and putting them into the file.

An employee may use the Firm’s Internet mail system for personal correspondence, with the understanding that the Firm’s email system does NOT provide individual privacy, but serves business needs. To that extent, all personal correspondence should have “Personal” or “Confidential” in the subject line. Secretaries should not read any email if this is included in the subject line

Fax Forwarding Rule

The incoming fax rule forwards a copy of each fax which is distributed by email to a timekeeper to their secretary who, unless instructed otherwise, is to print a “working” copy of the fax for the timekeeper.

Outgoing Internet Mail

Rule Name: Imail-Out

The Action should read:

C Procedures

1. Select the Tools menu.

2. Select the Rules command.

3. Select New.

4. Type Imail Out.

5. Select New Item and check the Sent box under When event is.

6. Select Mail under If conditions are (optional)

7. Select Define Conditions.

8. Select the To filter.

9. Type “inet” or “*.??? to specify the desired filter criteria.

8. Select OK.

9. Select Add Action.

10. Select the Forward command.

11. Specify the timekeeper’s secretary in the To field.

13. Type “Incoming Internet Mail” from the (the timekeepers name)

14. Select Save.

15. Select Close.

f Step-by-Step

*Steps*	*Practice Data*
1. Select the Tools menu. The Tools* menu appears.*	Click Tools
2. Select the Rules command. The Rules dialog box opens.	Click Rules
3. Select New. The New Rule dialog box opens with the insertion point in the Rule name* box.*	Click New...
4. Type the name of the new rule. The name of the new rule appears in the Rule name* box.*	Type *Imail Out.*
5. Select New Item and under When event is.	Check the sent box.
6. Select Mail under If conditions are (optional)	Click the Mail box.
5. Select Define Conditions. The Define Conditions dialog box opens with a list of options under Include entries where...* displayed.*	Click Define Conditions... button
6. Select the desired filter. The desired filter is selected.	Click TO from the pop-up list.
10. Type the desired text,. The text appears in the box.	Type “*inet” or “.???** to specify the desired filter criteria
11.The Define Conditions dialog box closes and the conditions appear below the Define Conditions button in the New Rule dialog box.	Click OK
12. Select Add Action. A menu of actions appears.	Click Add Action
10. Select the Forward command.	Click Forward
11. Specify the timekeeper’s secretary	Click TO: and type the secretary’s
15. Select the Subject field.	13. Type “Outgoing Internet Mail from”: type (*the timekeepers name*)
17. The New Rule dialog box closes and the rule appears enabled in the Rules dialog box.	Click Save
18..The Rules dialog box closes.	Click Close

Incoming Internet Mail

Rule Name: IMail-In

Action Should Read:

C Procedures

1. Select the Tools menu.

2. Select the Rules command.

3. Select New.

4. Type Imail In.

5. Select New Item and check the Received box under When event is.

6. Select Mail under If conditions are (optional)

7. Select Define Conditions.

8. Select the From filter.

9. Type “inet” or “*.???” to specify the desired filter criteria.

8. Select OK.

9. Select Add Action.

10. Select the Forward command.

11. Specify the timekeeper’s secretary in the To field.

13. Type “Incoming Internet Mail” from the (the timekeepers name)

14. Select Save.

15. Select Close.

f Step-by-Step

Create a rule for Incoming Internet Mail.

In this step-by-step, you will create a rule to send incoming Internet messages into a timekeeper’s secretary’s designated mail folder.

*Steps*	*Practice Data*
1. Select the Tools menu. The Tools* menu appears.*	Click Tools
2. Select the Rules command. The Rules dialog box opens.	Click Rules
3. Select New. The New Rule dialog box opens with the insertion point in the Rule name* box.*	Click New...
4. Type the name of the new rule. The name of the new rule appears in the Rule name* box.*	Type *Imail In*
5. Select New Item and check the Received box under When event is.	Check the recieved box.
6. Select Mail under If conditions are (optional)	Click the Mail box.
5. Select Define Conditions. The Define Conditions dialog box opens with a list of options under Include entries where...* displayed.*	Click Define Conditions...
6. Select the desired filter. The desired filter is selected.	Click From
10. Type the desired text,. The text appears in the box.	Type “*inet” or “.???** to specify the desired filter criteria
11. Select OK. The Define Conditions dialog box closes and the conditions appear below the Define Conditions* button in the New Rule dialog box.*	Click OK
12. Select Add Action. A menu of actions appears.	Click Add Action
10. Select the Forward command.	Click Forward
11. Specify the timekeeper’s secretary	Click TO: and type the secretary’s
15. Select the Subject field.	13. Type “Incoming Internet Mail” from: type (*the timekeepers name*)
17. Select Save. The New Rule dialog box closes and the rule appears enabled in the Rules dialog box.	Click Save
18. Select Close. The Rules dialog box closes.	Click Close

Incoming Fax

Rule Name: Fax Forward

The Action Should Read:

_Exercise

_{Working with Rules}

e Task

Working with Rules.

5. Create a rule to file mail messages as follows. You do not need to select an item type.

Name	My Messages from <Name of another participant>
When event is	New Item
And items are	Received
If conditions are	items with a subject containing the word Important
Actions	Move the message to the Cabinet folder

6. Send a message with the subject Important Meeting to another student,.. Notice that the Important Meeting message you receive from another student is moved to the Cabinet folder.

7. Create a reply rule as follows. You do not need to select an item type.

	Name	Business Trip
	When event is	New Item
	And items are	Received
	If conditions are	Apply the rule to mail messages received tomorrow
	Actions	Send a reply to the sender only, containing the text: I am visiting a customer and will return tomorrow.
8. Disable all active rules.

_{Lesson
7 -

Using Notify}

_{In this lesson, you will
learn how to:}

· Start Notify

· Read mail using Notify

· Receive a delivery confirmation in Notify

· Change Notify options

· Exit Notify

_{Starting Notify}

d Discussion

While you work in other applications, you may want to know about any new messages or check the status of sent items. You could do this by keeping GroupWise open and switching to it periodically, or you could use a special GroupWise program called Notify. Notify enables you to specify how often your Mailbox is checked, which folders are checked, and how you will be notified of your new messages. You can still receive automatic messages confirming that your sent message was opened or deleted, as well.

You can set GroupWise to open a dialog box, sound an alarm, or launch a program when messages arrive or sent items are opened or deleted. If desired, you can have all three options occur. In addition, you can select the alarm sound you want to hear from a list of available sounds.

Notify appears as a separate program on the Start menu so that you can start it without starting GroupWise. When you start Notify, an icon of a globe appears in the right corner of the taskbar to the left of the time. In addition to triggering the desired alarms, new mail will change the Notify icon to display an envelope on top of the globe. If you point to the icon, a message appears, informing you that you have new mail. You can then use the Notify program to access your new mail in GroupWise. After you have read your new mail, the icon on the taskbar returns to its original appearance, without the envelope.

C Procedures

1. Select the Start button on the taskbar.

2. Point to Programs.

3. Point to GroupWise 5.

4. Select GroupWise Notify.

f Step-by-Step

Start Notify.

If necessary, start GroupWise.

*Steps*	*Practice Data*
1. Select the Start button on the taskbar. The Start* menu appears.*	Click Start
2. Point to Programs. The Programs* submenu appears.*	Point to Programs
3. Point to GroupWise 5. The GroupWise 5* submenu appears.*	Point to GroupWise 5
4. Select GroupWise Notify. Notify opens as an icon displayed on the right side of the taskbar.	ClickGroupWise Notify

_{Reading Mail Using Notify}

d Discussion

When you run Notify as you work, you will be informed that new mail has arrived. If you have set a dialog box to open, it will stay open for 15 seconds, which is the default, or for the period you specify. You can go to the new message immediately, or you can switch to your new mail later.

Reading a message using Notify


o	You can select the Read button in the Incoming Mail Message dialog box to open the new message.

o	You can review a list of all unopened items received since you started Notify by clicking the Notify icon on the taskbar to open a window that displays a Notification List.

C Procedures

1. Start Notify, if necessary.

2. Right-click the Notify icon on the right side of the taskbar.

3. Select the Read mail command.

4. Open the message.

f Step-by-Step

Read mail using Notify.

If necessary, start Notify.

Create and send a new message to another student., with the subject Client contact and the following message text: Please update the client contact database by Friday.. Minimize GroupWise. When the dialog box opens, wait for it to close.

*Steps*	*Practice Data*
1. Right-click the Notify icon on the right side of the taskbar. The Notify* menu appears.*	Right-click on the right side of the taskbar
2. Select the Read mail command. GroupWise opens, if it is not already open, with the Main Window displayed.	Click Read mail

Open the new message. Close the message. Leave GroupWise open. Notice that the envelope disappears from the Notify icon the next time Notify checks for mail.

_{Receiving a Delivery Confirmation
in Notify}

d Discussion

You set up Notify to let you know when you receive a return notification regarding the status of a sent item. You can receive a return notification for an individual message, or you can set GroupWise to always notify you of certain activities. You can receive the delivery confirmations in GroupWise, Notify, or both.

The Mail and Phone Properties dialog box


o	You can set GroupWise to send you status tracking information in Notify for all messages you send in the Mail and Phone Properties dialog box. To open this dialog box, select the Tools menu, select the Options command, and then double-click the Send button. Select the tab for the desired item type and set the notification options.

C Procedures

1. Create a new mail message.

2. Address and complete the message, as desired.

3. Select the File menu.

4. Select the Properties command.

5. Select the Status Tracking tab.

6. Select the When opened pop-up button.

7. Select the desired option.

8. Select the When deleted pop-up button.

9. Select the desired option.

10. Select OK.

11. Send the message.

f Step-by-Step

Receive a delivery confirmation in Notify.

If necessary, start Notify and GroupWise.

Create a message to another student with the subject Travel Expenses and the following message text: This is a reminder to submit your travel expenses soon after your trip..

*Steps*	*Practice Data*
1. Select the File menu. The File* menu appears.*	Click File
2. Select the Properties command. The Mail and Phone Properties dialog box opens.	Click Properties
3. Select the Status Tracking tab. The Status Tracking* page appears.*	Click the Status Tracking tab
4. Select the When opened pop-up button. A list of options appears.	Click When opened
5. Select the desired option. The desired option appears on the button.	Click Notify and Mail
6. Select OK. The Mail and Phone Properties dialog box closes.	Click OK

Send the message to another student. Refresh your mailbox. You will receive a message from another student. Open the message you received and then close it. Minimize GroupWise.

In a minute, a Notify dialog box will open, informing you that your sent message has been opened. Select Clear to close the dialog box.

_{Changing Notify Options}

d Discussion

Notify enables you to set options to inform you when messages are received. You can set Notify to open a dialog box, sound an alarm, or launch a program when you receive new messages. You can choose which folders you want GroupWise to check for new messages and the interval at which you want them checked. In addition, you can set different alarm sounds for each message priority level.

By default, Notify checks only your Mailbox folder for new items. If you created a rule to file new messages in another folder, you will want to set up Notify to check that folder as well.

The GroupWise Notify Options dialog box


o	If Notify is not informing you of mail properly, GroupWise may not be properly set up to communicate with Notify. In GroupWise, select the Tools menu, select the Options command, and then double-click the Security icon. Select the Notify tab and select the options to subscribe to notification and alarms, if necessary.

C Procedures

1. Right-click the Notify icon that appears on the right side of the taskbar.

2. Select the Options command.

3. Change the settings on the General page, as desired.

4. Select the Notify tab.

5. Change the settings on the Notify page as desired.

6. Select the Alarms tab.

7. Change the settings on the Alarms page as desired.

8. Select the Return Status tab.

9. Change the settings on the Return Status page as desired.

10. Select OK.

f Step-by-Step

Change Notify options.

If necessary, start Notify.

*Steps*	*Practice Data*
1. Right-click the Notify icon that appears on the right side of the taskbar. The Notify* menu appears.*	Right-click on the right side of the taskbar
2. Select the Options command. The Options dialog box opens with the General* page displayed.*	Click Options
3. Change the settings on the General page, as desired. The desired settings are changed.	Follow the instructions shown below the table before continuing on to the next step
4. Select the Notify tab. The Notify* page appears.*	Click the Notify tab
5. Change the settings on the Notify page as desired. The desired settings are changed.	Click Show dialog under Low priority
6. Select the Alarms tab. The Alarms* page appears.*	Click the Alarms tab
7. Change the settings on the Alarms page as desired. The desired settings are changed.	Click Play sound to deselect it
8. Select the Return Status tab. The Return Status* page appears.*	Click the Return Status tab
9. Change the settings on the Return Status page as desired. The desired settings are changed.	Click Play Sound under When opened
10. Select OK. The Options dialog box closes and the Notify options are saved.	Click OK

Select the text in the Show Notify dialog for box and type 20.

Return to the table and continue on to the next step.

_{Exiting Notify}

d Discussion

When you have finished using Notify, you need to close it. Notify does not close when you exit GroupWise. If you do not exit Notify, GroupWise can be opened without requiring a password.

C Procedures

1. Right-click the Notify icon on the right side of the taskbar.

2. Select the Exit command.

f Step-by-Step

Exit Notify.

If necessary, start Notify.

*Steps*	*Practice Data*
1. Right-click the Notify icon on the right side of the taskbar. The Notify* menu appears.*	Right-click on the right side of the taskbar
2. Select the Exit command. Notify closes and the Notify* icon disappears from the right side of the taskbar.*	Click Exit

_Exercise

_{Using Notify}

e Task

Use Notify.

1. Start Notify.

2. Change Notify options so that you are informed of new mail every 2 minutes and the Notify dialog box opens for 10 seconds.

3. Create and send a new message to another participant . Minimize GroupWise.

4. Use Notify to read the message you receive.

5 Exit Notify.

_{Lesson
8 -

Sharing Mailboxes and Address Books}

_{In this lesson, you will
learn how to:}

· Work with the Proxy feature

· Grant others access to your Mailbox

· Serve as a proxy

· Create a personal address book

· Add address books to Name Completion

· Share a personal address book

· Accept a shared address book

· Close a shared address book

· Use Wildcard Addressing

_{Working with the Proxy Feature}

d Discussion

GroupWise allows you to give another user or several users access to your Mailbox, as well as have other users give you access to their Mailboxes. This feature is known as the Proxy feature and may be convenient when you are working with other users on a project, or when you want another user to respond on your behalf or read your mail in your absence.

Two steps must be completed before another user can act as your proxy. First, you grant rights to the user who needs access to your Mailbox. Then, that user adds your name to his or her Proxy List.

You can assign different levels of access to different users. You can give Read permission to some users so that they can read your messages, and Write permission to other users so that they can read your messages and send messages on your behalf. You can also set access rights so that other users can receive the same alarms and notifications as you, change your GroupWise options, create and modify rules and folders, archive items, and read items marked private.

If you own a resource, meaning you are responsible for scheduling a resource, you add the resource to your list of proxies and use the Proxy feature to view and respond to all requests for use of the resource. The network administrator grants you full access rights to serve as the owner of the resource.

The Proxy feature is useful for managing calendars. You can use the Multi-User calendar view to display the schedules of several people or resources side-by-side, if you have an appropriate level of permission for each.


o	Changing or requiring a password to log on to your GroupWise account will not affect your proxies’ ability to access your Mailbox. Those acting as a proxy need only the password for their own account.

_{Granting Others Access to Your
Mailbox}

d Discussion

You can grant others the right to access your Mailbox by adding them to your access list. You can assign different levels of access to each individual, or you can allow all users on your system to have a certain level of access and then assign additional rights to others.

Users to whom you grant access will appear in your access list. This list contains a default entry for Minimum User Access. If you assign rights to that entry, you assign proxy rights for all the users on your system. For instance, you may want to allow everyone to view your calendar but not allow them to schedule appointments or access your mail. You can add individual names to the list and specify that they cannot read your appointments; yet, in addition to read rights, they can also edit your calendar.

You can easily remove a user from your access list later, when access to your Mailbox is no longer required.

The following table describes the access rights you can assign to other users:

Access	Description
Read	Your proxy can read items.
Write	Your proxy can create and send items in your name.
Subscribe to my alarms	Your proxy can receive the same alarms as you.
Subscribe to my notifications	Your proxy can receive notifications when you receive a message.
Modify options/rules/folders	Your proxy can change options for your mailbox, including granting access to users. Your proxy can also create rules and folders.
Archive items	Your proxy can save your items in his or her archive folder. Items archived by your proxy may be stored on the proxy’s archive and may be inaccessible to you.
Read items marked as private	Your proxy can read items that you or the sender mark as private. Unless assigned this access, your proxy cannot see any items in your Mailbox that either you or the sender mark as private. If you mark an item as private before you send it, neither your proxy nor the recipient’s proxy can see the item without special rights.

The Security Options dialog box

_{Mark Items Private}

d Discussion

You can limit access to certain items in your Mailbox. Select the desired message in the Item List, select the Actions menu and then select the Mark Private command. You can mark open messages using the item’s Actions menu. You can mark a message you create as private prior to sending it.


o

C Procedures

1. Select the Tools menu.

2. Select the Options command.

3. Double-click the Security icon .

4. Select the Proxy Access tab.

5. Type the name of the user to whom you want to grant access to your Mailbox.

6. Select Add User.

7. Select the new entry in the Access list list box.

8. Select the desired access options.

9. Select OK.

10. Select Close.

f Step-by-Step

Grant others access to your Mailbox.

*Steps*	*Practice Data*
1. Select the Tools menu. The Tools* menu appears.*	Click Tools
2. Select the Options command. The Options dialog box opens.	Click Options...
3. Double-click the Security icon. The Security Options dialog box opens with the Password* page displayed.*	Double-click
4. Select the Proxy Access tab. The Proxy Access* page appears with the insertion point in the Name box.*	Click the Proxy Access tab
5. Type the name of the user to whom you want to grant access to your Mailbox. The text appears in the Name* box.*	Type the name of another student.
6. Select Add User. The desired name appears in the Access list* list box.*	Click Add User
7. Select the new entry in the Access list list box. The desired entry is selected.	Click the new entry in the Access list: list box
8. Select the desired access options. The desired options are selected.	Click Read for Mail/phone
9. Select OK. The Security Options dialog box closes and the desired access rights are saved.	Click OK
10. Select Close. The Options dialog box closes.	Click Close

_{Serving as a Proxy}

d Discussion

After someone grants you access to a Mailbox, you need to add it to your Proxy List. You then use the Proxy List to toggle easily between Mailboxes, with yours always listed first. That name also appears at the top of the Folder List, where your name is normally displayed. You also use the Proxy List to remove Mailboxes to which you no longer need access.

You need to add any resource you own to the Proxy List in order to accept or decline requests for that resource.

If you try to access a Mailbox for which you have not been granted access rights, an error message dialog box will open and you will not be permitted to proceed.

The Proxy dialog box


o	You can use the Find feature to search for items located in a Mailbox on your Proxy List while you are logged on as yourself. The entire proxy Mailbox will be searched. To refine which folders in that Mailbox are searched, you would access the desired Mailbox using the Proxy feature and then use the Find feature.

o	The Proxy feature allows you to access several Mailboxes one at a time. If you want to open several Mailboxes at the same time, select the Window menu and then select the New Main Window command. In the new window, use the Proxy feature to access the desired Mailbox and the Windows menu to switch between open windows.

C Procedures

1. Click the Proxy button in the lower-left corner of the Main Window.

2. Select Proxy.

3. Type the name of the person whose Mailbox you want to access.

4. Select OK to add the Mailbox to your Proxy List and open the Mailbox.

5. To return to your Mailbox, click the Proxy button .

6. Select your name.

f Step-by-Step

Serve as a proxy.

*Steps*	*Practice Data*
1. Click the Proxy button in the lower-left corner of the Main Window. The Proxy* pop-up list appears.*	Click
2. Select Proxy. The Proxy dialog box opens with the text in the Name* box selected.*	Click Proxy...
3. Type the name of the person whose Mailbox you want to access. The person’s name appears in the Name* box.*	Type the name of another student
4. Select OK to add the Mailbox to your Proxy List and open the Mailbox. The Mailbox of the referenced user opens, the Mailbox is added to your Proxy List, and the Proxy dialog box closes.	Click OK

To return to your Mailbox, click the Proxy button again and select your name.

_{Creating a Personal Address Book}

d Discussion

You can create and open as many additional personal address books as you want. You can open more address books than can be viewed at one time, and use the left and right arrows on the right side of the Address Book window to navigate them.

The Create New Address Book dialog box

C Procedures

1. Open the Address Book.

2. Select the File menu.

3. Select the New Book command.

4. Type the name for the new address book.

5. Select OK.

f Step-by-Step

Create a personal address book.

Open the Address Book.

*Steps*	*Practice Data*
1. Select the File menu. The File menu appears.	Click File
2. Select the New Book command. The Create New Address Book dialog box opens with the insertion point in the Create address book* box.*	Click New Book
3. Type the name for the new address book. The new address book name appears in the Create address book* box.*	Type *Clients*
4. Select OK. The Create New Address Book dialog box closes and the new address book appears in the Address Book window.	Click OK

_{Adding Address Books to Name
Completion}

d Discussion

After you create a new address book, you will probably want to set GroupWise to search through entries in that book for a match as you type a name.

GroupWise does not automatically add new address books to the list of databases searched by Name Completion. You will notice that each address book page contains information about whether Name Completion searches that address book and, if so, the order in which it is searched.

Adding an address book to Name Completion

C Procedures

1. Open the Address Book, if necessary.

2. Select the File menu.

3. Select the Name Completion Search Order command.

4. Select the address book you want to add, if necessary.

5. Select Add.

6. Select OK.

f Step-by-Step

Add an address book to Name Completion.

If necessary, open the Address Book.

*Steps*	*Practice Data*
1. Select the File menu. The File* menu appears.*	Click File
2. Select the Name Completion Search Order command. The Name Completion Search Order dialog box opens with the new address book listed in the Available books list box.	Click Name Completion Search Order...
3. Select Add. The address book is moved from the Available books* list box to the Selected books list box.*	Click >> Add >>
4. Select OK. The Name Completion Search Order dialog box closes and the address book is added to the list of databases searched by Name Completion.	Click OK

_{Sharing a Personal Address Book}

d Discussion

You may want to share a personal address book with others who need to contact the same people. For instance, you may create an address book of vendors or clients that others in your department can use.

When you share an address book, you decide what rights the recipient will have. Users with Read access to an address book can address mail to those in the address book and view available information on the entry, but they have no editing authority. Users with full access are able to read, create, edit, and delete entries. Only you, as the owner of the address book, can set sharing privileges, even if full access is given to another user. The Properties dialog box for the address book is also used to edit or remove sharing privileges.

GroupWise will not notify you if a recipient declines an invitation to share an address book, but you can check the properties of the address book later to confirm the status. When you view the address book’s sharing properties, the status of a person who declined the invitation will be listed as Deleted. If a recipient accepted the address book, the status is Accepted.

If you later delete a shared address book that you own, the system will send a notification to those users you granted access, informing them that their access has been revoked.

Sharing a personal address book


o	You can assign rights to personal groups.

o	When you accept a shared address book, you will probably want to add it to the list of books that Name Completion searches. To do this, select the File menu, select the Name Completion Search Order command, and then select the Add button in the Name Completion Search Order dialog box.

C Procedures

1. Open the Address Book.

2. Select the tab of the address book you want to share, if necessary.

3. Select the File menu.

4. Select the Sharing command.

5. Select the Shared with option.

6. Select the Name box.

7. Type the name of the person with whom you want to share the address book.

8. Select Add User.

9. Add additional users with whom you want to share the address book, if desired.

10. Select an entry in the Share list list box.

11. Select the desired option under Access, if necessary.

12. Select another entry from the Share list list box and change access options, if applicable.

13. Select OK.

14. Type a new subject, if desired.

15. Select the Message box, if desired.

16. Type the message to include with the shared address book notification(s), if desired.

17. Select OK to send a notification message to those with whom you are sharing the address book.

f Step-by-Step

Share a personal address book.

If necessary, open the Address Book and create a personal address book named Clients.

*Steps*	*Practice Data*
1. Select the File menu. The File* menu appears.*	Click File
2. Select the Sharing command. The <address book> Properties dialog box opens with the Sharing* page displayed.*	Click Sharing...
3. Select the Shared with option. The Shared with* option is selected.*	Click Shared with
4. Select the Name box. The insertion point appears in the Name* box.*	Click in the Name box
5. Type the name of the person with whom you want to share the address book. The person’s name appears in the Name* box.*	Type the name of another student
6. Select Add User. The name is added to the Share list* list box.*	Click Add User
7. Select the entry in the Share list list box. The desired name is selected with the default access of Read only.	Click the user’s name in the Share list list box
8. Select the desired option under Access. The desired option is selected.	Click All (read, add, edit, delete) under Access
9. Select OK. A notification dialog box opens with the default message text selected.	Click OK
10. Select OK to send a notification message to those with whom you are sharing the address book. The notification and the <address book> Properties dialog boxes close, and a message with the subject Sharing of Address Book* is sent.*	Click OK

While in the Clients address book, select the File menu and then select the Sharing command. Notice that the Share list list box displays the status of your new entry as pending until the recipient accepts or declines the notification. Select Cancel to close the <address book> Properties dialog box. Close the Address Book.

_{Accepting a Shared Address Book}

d Discussion

When someone shares an address book with you, you will receive a Sharing of Address Book message in your Mailbox folder. When you open this message, the Install Shared Address Book dialog box opens.

The first page of this dialog box provides the name of the address book and the user who shared the address book with you. It also contains any message from the user and the type of access rights you have been granted. After the address book is installed, the notification message disappears from your Mailbox folder.

You then need to add the address book to the databases that Name Completion searches, since Name Completion does not automatically look through new address books.

Accepting a shared address book


o	You can keep an address book’s Properties dialog box open to make additional changes to its sharing properties. After making a change, select the Apply button rather than the OK button. Select OK when you have finished making changes to the properties and want to close the dialog box.

o	To make changes to a personal group you can read but not edit, you could copy the group to one of your personal address books and edit it from there. You should rename your copy of the group to avoid problems with Name Completion.


x	If you intend to import part or all of an address book, you may want to ask your administrator to set up a practice user account to try it out first. Importing an address book may change some of your Mailbox settings to those of the original address book owner.

C Procedures

1. Open the Mailbox folder.

2. Open the message with the subject Sharing of Address Book.

3. Select Accept.

f Step-by-Step

Accept a shared address book.

If necessary, open the Mailbox folder.

*Steps*	*Practice Data*
1. Open the message with the subject Sharing of Address Book. The Install Shared Address Book dialog box opens with the sharing information displayed.	Open the message with the subject Sharing of Address Book
2. Select Accept. The Install Shared Address Book dialog box closes, the notification message disappears from your Mailbox* folder, and you now have access to the address book.*	Click Accept

Open the Address Book. If a tab for the new address book does not automatically appear, select the File menu, select Open Book command, select the new address book, and then select OK to open the book.

_{Closing a Shared Address Book}

d Discussion

You may no longer need access to a shared address book. For instance, you may have created an address book for a specific project that has been completed. You can either close the book or delete it.

Closing the book is a reversible action and is preferred in most instances. If you might need the book later but do not want to see it in your Address Book, you can close the book and, if needed, open it again later.

You can also delete an address book. If you delete a shared address book that you created, the system will send a notification to anyone you had granted access, informing them that their access has been revoked and that the book will be removed from all Address Books. This action is not reversible.

Deleting an address book that you do not own will only make it inaccessible to you. The owner would have to reassign rights to you if you needed to open it again. For that reason, closing the address book is often a more convenient option.


o	To delete an address book, right-click its tab and select the Delete Book command.

o	The Frequent Contacts address book must be open in order for GroupWise to automatically enter names into it. When you address a message, the entry is automatically copied to the Frequent Contact address book. The Frequent Contacts address book can be closed, but not deleted.

C Procedures

1. Open the Address Book.

2. Select the tab of the address book you want to close, if necessary.

3. Select the File menu.

4. Select the Close Book command

f Step-by-Step

Close a shared address book.

If necessary, open the Address Book.

*Steps*	*Practice Data*
1. Select the tab of the address book you want to close, if necessary. The desired address book appears.	Click the tab of the new address book that another user shared with you, if necessary
2. Select the File menu. The File* menu appears.*	Click File
3. Select the Close Book command. The address book closes and the page disappears from the Address Book.	Click Close

Select the File menu and then select the Open Book command. Notice that the closed address book now appears on the list of address books that can be opened. Select Cancel to close the Open Address Book dialog box. Close the Address Book.

_Exercise

_{Sharing Mailboxes and Address Books}

e Task

Share Mailboxes and address books.

1. Change your Mailbox options to allow a student., to access your Mailbox with the following rights:

Mail/Phone: Read

Other: Modify options/rules/folders

2. Access the Mailbox of another student..

3. Create a personal address book called Project Schedule.

4. Add the Project Schedule address book to the books searched by Name Completion.

5. Share your Project Schedule address book with another student, as named by your instructor.

6. Accept the Project Schedule address book that another student has shared with you.

7. Close the Project Schedule address book you just accepted.

_{Lesson
9 -

Working with Shared Folders}

_{In this lesson, you will
learn how to:}

· Create a shared folder

· Accept a shared folder

· Start a discussion

· Respond to a discussion

· View discussion threads

· Share a personal folder

_{Creating a Shared Folder}

d Discussion

You can create a folder that is shared with other GroupWise users, containing messages on a project or topic of mutual interest. You can create a new shared folder, or you can share an existing personal folder. The following table describes the shared folder icons:

Icon	Description
	This icon indicates that you shared this folder with other users.
	This icon indicates that other users shared this folder with you.
	This icon indicates that this item is a discussion item.

When you create a shared folder, you specify with whom you want to share it and then you grant access rights to each user. You can allow others to read, add, edit, and delete items. After you specify the desired sharing options, a notification message is sent advising users that they can access the shared folder.

You can add items to a shared folder either by dragging them into the folder or by creating them in the folder. You can also start a discussion in a shared folder. Discussions are items you post to a shared folder that others can read and to which they can reply.

When you reply to an item in a shared folder, you can choose to reply in the shared folder or privately, either to the writer or to other members of the group.

Creating a shared folder


o	GroupWise items moved to a shared folder acquire the sharing rights of the folder.

o	When you make a new folder, its location by default is in the folder you were in when you started creating the new folder. You can change this location while you are creating the folder or later by dragging it to a different location.

C Procedures

1. Open the GroupWise folder in which you want to create a shared folder.

2. Select the File menu.

3. Point to the New command.

4. Select the Folder command.

5. Select the Shared folder option.

6. Select Next.

7. Type the name of the folder.

8. Select Next.

9. Type the name of a user with whom you want to share the folder.

10. Select Add User.

11. Add additional users, if desired.

12. Select an entry in the Share list list box.

13. Change option(s) under Additional access, if desired.

14. Select another entry from the Share list list box and change access options, if applicable.

15. Select Next.

16. Select Finish.

17. Type a new subject, if desired.

18. Select the Message box, if desired.

19. Type a message to include in the shared folder notification(s), if desired.

20. Select OK.

f Step-by-Step

Create a shared folder.

*Steps*	*Practice Data*
1. Open the GroupWise folder in which you want to create a shared folder. The desired folder opens.	Click the Cabinet folder
2. Select the File menu. The File* menu appears.*	Click File
3. Point to the New command. The New* submenu appears.*	Click New
4. Select the Folder command. The Create Personal Folder dialog box opens with the Personal folder* option selected.*	Click Folder...
5. Select the Shared folder option. The Shared folder* option is selected and the name of the dialog box changes to Create Shared Folder.*	Click Shared folder
6. Select Next. The next page of the Create Shared Folder dialog box appears with the text in the Name* box selected and the new folder displayed in the Position list box.*	Click Next >
7. Type the name of the folder. The new folder name appears in the Name* box and in the Position list box.*	Type *Current Project*
8. Select Next. The next page of the Create Shared Folder dialog box appears with the insertion point in the Name* box.*	Click Next >
9. Type the name of a user with whom you want to share the folder. The desired name appears in the Name* box.*	Type the name of another student
10. Select Add User. The name appears in the Share list* list box.*	Click Add User
11. Select the entry in the Share list list box. The new entry is selected.	Click the entry in the Share list list box
12. Change option(s) under Additional access, if desired. The desired option(s) are changed.	Click Edit
13. Select Next. The next page of the Create Shared Folder dialog box appears.	Click Next >
14. Select Finish. The Shared Folder Notification dialog box opens with the text in the Subject box selected.	Click Finish
15. Select the Message box, if desired. The insertion point appears in the Message* box.*	Click in the Message box
16. Type the message you want to include in the shared folder notification(s), if desired. The desired message appears in the Message* box.*	Type *This folder will keep us better informed as we complete this important project.*
17. Select OK. The Shared Folder Notification and the Create Shared Folder dialog boxes close, the shared folder is created, and the notification message(s) are sent.	Click OK

Notice that the icon to the left of the Current Project folder is an extended hand with a blue cuff, indicating that you shared this folder. Right-click the folder and select the Sharing command. Notice that the status in the Share List list box is listed as pending until the recipient(s) accept or decline the item. Select Cancel.

_{Accepting a Shared Folder}

d Discussion

When someone shares a folder with you, you will receive a Shared folder notification message in your Mailbox folder. When you open this message, the Install Shared Folder dialog box opens. The first page of this dialog box provides the name of the folder and the user who shared the folder with you. It also displays any message from the user and the access rights you have to it. You would continue to page through this dialog box to install the shared folder in your Folder List.

The Install Shared Folder dialog box

C Procedures

1. Open the Mailbox folder.

2. Open the message with the subject Shared folder notification.

3. Select Next.

4. Type a new folder name, if desired.

5. Change the position of the folder, if desired.

6. Select Finish.

f Step-by-Step

Accept a shared folder.

Open the Mailbox folder.

*Steps*	*Practice Data*
1. Open the message with the subject Shared folder notification. The Install Shared Folder dialog box opens with the shared folder information displayed.	Double-click the message with the subject Shared folder notification
2. Select Next. The next page of the Install Shared Folder dialog box appears with the text in the Name* box selected and the new folder displayed in the Position list box in the Cabinet folder.*	Click Next >
3. Type a new folder name, if desired. The new folder name appears in the Name* box and in the Position list box.*	Type *Our Project*
4. Select Finish. The Install Shared Folder dialog box closes, the shared folder appears in the Folder List, and the notification message disappears from your Mailbox* folder.*	Click Finish

Open the Cabinet folder and notice that the icon to the left of the Our Project folder is an extended hand with a red cuff, indicating that another user shared the folder with you.

_{Starting a Discussion}

d Discussion

A discussion is basically an electronic forum in a shared folder where a group of people can communicate about a specific issue. Discussions can be used in place of a mail message addressed to a group.

The benefit of using a discussion instead of a mail message is that you can view a discussion in a thread, which displays the messages in levels according to when they were created. Everyone who has access to a shared folder can read a discussion and respond to it. You should remember that you will not receive a message in your Mailbox folder alerting you to activity in a discussion thread. You need to open the shared folder containing the discussion to check for new items.

The New Discussion dialog box


o	You can attach files to discussion items, if desired.

C Procedures

1. Open the shared folder to which you want to post an item.

2. Select the File menu.

3. Point to the New command.

4. Select the Discussion command.

5. Type the subject of the discussion.

6. Select the Message box.

7. Type the desired message text.

8. Click the Post button .

f Step-by-Step

Start a discussion.

If necessary, create a shared folder called Current Project.

*Steps*	*Practice Data*
1. Open the shared folder to which you want to post an item. The desired folder opens.	Double-click the Current Project folder
2. Select the File menu. The File* menu appears.*	Click File
3. Point to the New command. The New* submenu appears.*	Point to New
4. Select the Discussion command. The New Discussion window opens with the insertion point in the Subject* box.*	Click Discussion
5. Type the subject of the discussion. The desired text appears in the Subject* box.*	Type *Training Manuals*
6. Select the Message box. The insertion point appears in the Message* box.*	Click in the Message box
7. Type the desired message text. The desired message text appears in the Message* box.*	Type *The database training materials will not be complete until Friday. Is that a problem for anyone?*
8. Click the Post button. The New Discussion window closes and the discussion item is posted to the shared folder.	Click

Notice that the discussion item appears in the shared folder with a push-pin icon to its left, indicating that it is a discussion item.

_{Responding to a Discussion}

d Discussion

You can respond to discussion items that appear in a shared folder. You can respond to the subject, or you can reply privately. When you reply to the subject, another item is posted in the shared folder. When you reply privately, you send your response to the sender only or to the sender and all recipients. Private responses appear only in the Mailbox folder(s) of the desired recipient(s), not in the shared folder. The default and recommended response is to reply to the subject since this is a shared folder. You can include the text of the original message, if desired.

Responding to a discussion


o	You can reply to any item in a shared folder, such as a mail message. This reply creates a discussion thread. While the item is open, select the Reply button and then select OK in the Reply dialog box to reply to the selected subject.

C Procedures

1. Open the shared folder containing the item to which you want to respond.

2. Open the desired discussion item to which you want to respond.

3. Click the Reply button on the toolbar.

4. Select the desired reply option.

5. Select OK.

6. Type the desired subject in the Subject box.

7. Select the Message box.

8. Type the desired message text.

9. Click the Post button .

f Step-by-Step

Respond to a discussion.

*Steps*	*Practice Data*
1. Open the shared folder containing the item to which you want to respond. The desired folder opens.	Click the Our Project folder
2. Open the desired discussion item to which you want to respond. The Topic window opens with the desired item displayed.	Double-click the Training Manuals item that another student posted to the shared folder
3. Click the Reply button on the toolbar. The Reply dialog box opens with the Reply to selected subject* option selected.*	Click on the toolbar
4. Select the desired reply option. The desired reply option is selected.	Click Include message received from sender
5. Select OK. The Reply dialog box closes and a new Topic window opens with the insertion point in the Subject* box.*	Click OK
6. Type the desired subject in the Subject box. The desired subject appears in the Subject* box.*	Type *Schedule for Manuals*
7. Select the Message box. The insertion point appears in the Message* box.*	Click in the Message box
8. Type the desired message text. The desired message text appears in the Message* box.*	Type I am flying out on Thursday night. Can you get me just three sets?
9. Click the Post button. The New Discussion window closes and the discussion item is posted to the shared folder.	Click

Close the topic window containing the original item.

_{Viewing Discussion Threads}

d Discussion

In order to more easily follow the string of replies in a discussion, you can view the discussion items in a thread, showing the original message and responses in levels. This thread can be useful when a folder contains more than one discussion or when many replies have been posted. You can collapse and expand discussion threads just as you can collapse and expand folders.

The user who creates a shared folder can set it to always display items in discussion threads. In addition, you can change the view settings for any folder, if desired.

Viewing discussion threads


o	To view a folder by threads without permanently changing the settings for the folder, select the View menu and then select the Discussion Threads command.

C Procedures

1. Select the folder containing the discussion items.

2. Click the Properties button .

3. Select the Display tab.

4. Select the Setting name list.

5. Select Discussion Threads.

6. Select OK.

f Step-by-Step

View discussion threads.

*Steps*	*Practice Data*
1. Select the folder containing the discussion items. The folder is selected.	Click the Our Project folder
2. Click the Properties button. The folder’s Properties dialog box opens with General* page displayed.*	Click
3. Select the Display tab. The Display* page appears.*	Click the Display tab
4. Select the Setting name list. A list of options appears.	Click Setting name:
5. Select Discussion Threads. *Discussion Threads* is selected.	Click Discussion Threads
6. Select OK. The folder’s Properties dialog box closes and items in the folder appear in discussion threads.	Click OK

Notice that the items appear in levels with the original message in the first level and the reply in the second.

_{Sharing a Personal Folder}

d Discussion

You may want to share a personal folder or change the sharing rights on a shared folder. For instance, you may need to share a personal folder you created for a new project, or you may want to share an existing shared folder with a new employee. You have the same sharing options available as when you first created the folder.

When you share a folder, all items located in the folder are assigned the same rights as the folder.

Sharing a personal folder

C Procedures

1. Right-click the folder you want to share with other users.

2. Select the Sharing command.

3. Select the Shared with option.

4. Select the Name box.

5. Type the name of a user with whom you want to share the folder.

6. Select Add User.

7. Add additional users with whom you want to share the folder, if desired.

8. Select the new entry in the Share list list box.

9. Change option(s) under Additional access, if desired.

10. Select another entry from the Share list list box and change access options, if applicable.

11. Select OK.

12. Type a new subject, if desired.

13. Select the Message box, if desired.

14. Type a message to include in the shared folder notification(s) , if desired.

15. Select OK.

f Step-by-Step

Share a personal folder.

Create a personal folder called Smith Account.

*Steps*	*Practice Data*
1. Right-click the folder you want to share with other users. A shortcut menu appears.	Right-click the Smith Account folder
2. Select the Sharing command. The <folder> Properties dialog box opens with the Sharing page displayed.	Click Sharing...
3. Select the Shared with option. The Shared with* option is selected.*	Click Shared with
4. Select the Name box. The insertion point appears in the Name* box.*	Click in the Name box
5. Type the name of a user with whom you want to share the folder. The desired name appears in the Name* box.*	Type the name of another student
6. Select Add User. The name appears in the Share list* list box.*	Click Add User
7. Select the entry in the Share list list box. The new entry is selected.	Click the name in the Share list list box
8. Change option(s) under Additional access, if desired. The desired option(s) are changed.	Click Edit
9. Select OK. The Shared Folder Notification dialog box opens with the default text in the Subject* box selected.*	Click OK
10. Select the Message box, if desired. The insertion point appears in the Message* box.*	Click in the Message box
11. Type the message you want to include in the shared folder notification(s) , if desired. The desired message appears in the Message* box.*	Type *Please move any messages you have regarding the Smith account to the shared folder. Thanks.*
12. Select OK. The Shared Folder Notification and the <folder> Properties dialog boxes close, the shared folder is created, and the notification message(s) are sent.	Click OK

Notice that the icon to the left of the folder has changed, indicating that you have shared it.

_Exercise

_{Working with Shared Folders}

e Task

Work with shared folders.

1. Create a shared folder named Regional Data, sharing it with another student..

2. Accept the Regional Data folder that another student shared with you, naming it R3 Data.

3. Start a discussion in your Regional Data folder using the following information:

Subject	New Customers
Message	We welcome the following new customers: Center Court Sports, Sideline Sports, and The Penalty Box.

4. Open the R3 Data folder and read the New Customers item posted by another student. Reply to the subject as follows:

Subject	Which Account Manager?
Message	Who signed on the accounts?

5. Open the Regional Data folder and read the Which Account Manager? item posted there by another student. Reply to the subject as follows:

Subject	Guess who?
Message	Brenda signed on all three.

6. View the discussion as a thread in the Regional Data folder.

7. Create a personal folder named Upcoming Events and share it with another student..

_{Lesson
10 -

Using the Calendar}

_{In this lesson, you will
learn how to:}

· View the Calendar

· Add a calendar view

· Schedule an appointment

· Schedule a recurring appointment

· Create a task

· Create a reminder note

· Accept/Decline a calendar item

· Delegate a calendar item

· Mark a task complete

· Use the Busy Search feature

· Manage multiple schedules

· Print a calendar

_{Viewing the Calendar}

d Discussion

GroupWise provides a tool called the Calendar to help you organize your schedule. You can use this Calendar in much the same way you use a paper calendar on your wall or desk. In addition, the GroupWise Calendar has features to help you manage your time, such as the ability to check the schedules of others.

You can create group calendar items, that involve other users, and posted calendar items, which appear on your Calendar only. GroupWise uses the term posted to indicate that the item is sent to a folder, rather than to a recipient. The term is not related to whether the item is shared; therefore, while a posted calendar item is not shared, you may recall that a posted message or discussion item is shared.

You can schedule appointments and tasks, as well as post notes in your Calendar. An appointment can be a business meeting or a visit to your doctor’s office. A task is something you need to do, such as write a report or wash your car. A note provides information or serves as a reminder.

You can schedule items for yourself, resources you own, and for others who designate you as a proxy. If you receive a calendar item from someone else, you can add it to your Calendar or decline the invitation. You can view your Calendar in a variety of formats, including day, week, month, year, task list, project planner, and multi-user.

You can view the Calendar from the GroupWise Main Window, or you can open it into a new window.

The icons related to calendar functions are described in the following table:

Icon	Description
	This appointment icon appears in a folder and indicates that an appointment has not been opened.
	This appointment icon appears in a folder and indicates that an appointment has been opened.
	This task icon appears in a folder and indicates that a task has not been opened.
	This task icon appears in a folder indicates that a task has been opened.
	This note icon appears in a folder and indicates that a note has not been opened.
	This note icon appears in a folder and indicates that a note has been opened.
	This icon appears in your Calendar and indicates the calendar item is tentative.
	This icon appears in your Calendar and indicates that the item involves other users.
	This icon appears in a folder and indicates that the item contains an attachment.
	This icon appears in your Sent Items folder and indicates that the appointment was not accepted by all recipients or that the task was not completed.
	This icon appears in your Sent Items folder and indicates that a recipient declined an appointment or deleted it without first accepting or declining it. This icon also appears when a recipient deletes a task that was not marked complete.

Viewing the Week calendar


o	You can receive a return notification when an appointment is accepted or when a task is accepted or completed. You cannot receive a return notification when a calendar item is delegated or declined. To set notification options for an item, select the File menu for the item, select the Properties command, and then select the Status Tracking tab.

o	You can open a Calendar window by maximizing the GroupWise Main Window and clicking the Open Calendar button. You also can open a Calendar window by selecting the Window menu and then selecting the Calendar command.

o	Calendar items can be retracted from all Mailboxes, even after the recipients have opened the items. Simply delete the item from the Sent Items folder, select the All Mailboxes command in the Delete Item dialog box, and then select OK.

C Procedures

1. Open the Calendar folder.

2. Select the tab for the desired view.

f Step-by-Step

View the Calendar.

*Steps*	*Practice Data*
1. Open the Calendar folder. The Calendar* folder opens with your schedule displayed.*	Click the Calendar folder
2. Select the tab for the desired view. The desired view appears.	Click the Week tab

_{Adding a Calendar View}

d Discussion

You can add more views to those displayed by default or change existing views, if desired. You can navigate quickly between the views by selecting the Calendar tabs. When you open your Calendar folder, the folder displays the most recently used calendar view.

The five default views are Day, Week, Month, Year, and Multi-User. As the view names indicate, the Day, Week, Month and Year views display one day on your calendar, an entire week, a month, or a year, respectively. In the yearly view, the dates for which you have something scheduled appear in bold. The Multi-User view is used to display the schedules of those for whom you are a proxy.

You add a view or change an existing view in the Tab Properties dialog box. You can set up views to display your schedule as a day planner, desk calendar, project planner, or notebook. You can also exclude item types, setting a view to only display notes for instance. Your administrator can create additional views.

You may select from additional options, such as displaying week numbers and setting your office hours.

The Tab Properties dialog box



o	To change what appears for an existing view, right-click the tab, select the Properties command, and then select the Edit button.

o	To display week numbers or set your office hours, select the Tools menu, select the Options command, and then double-click the Date & Time icon. In the Date Time Options dialog box, select the Calendar page and select the desired option(s).

C Procedures

1. Right-click a calendar tab.

2. Select the Properties command.

3. Select New.

4. Type a tab name.

5. Select the View name list.

6. Select the desired view.

7. Select OK.

8. Change the position of the new tab, if desired.

9. Select OK.

f Step-by-Step

Add a calendar view.

If necessary, open the Calendar folder.

*Steps*	*Practice Data*
1. Right-click a calendar tab. A shortcut menu appears.	Right-click the Year tab
2. Select the Properties command. The Tab Properties dialog box opens with the current view selected.	Click Properties
3. Select New. The New Tab dialog box opens with the insertion point in the Tab name* box.*	Click New...
4. Type a tab name. The desired tab name appears in the Tab name* box.*	Type *New Week View*
5. Select the View name list. The View name* list appears.*	Click View name
6. Select the desired view. The desired view is selected.	Scroll as necessary and click Week and Calendar
7. Select OK. The New Tab dialog box closes and the new view appears as the last item in the Tab list* list box.*	Click OK
8. Change the position of the new tab, if desired. The view is moved to the desired location in the Tab list list box.	Click Move Up
9. Select OK. The Tab Properties dialog box closes and the new calendar view appears.	Click OK

_{Scheduling an Appointment}

d Discussion

You can use GroupWise to schedule professional and personal appointments. An appointment is an occurrence on a specific date during a specified time frame. GroupWise includes two types of appointments: meetings and posted appointments.

A meeting is an activity in which you are inviting other GroupWise users. When you create a meeting, your name appears in the To box. Each recipient, including you, receives a copy of the appointment in the Mailbox folder and the meeting appears in italics on the corresponding calendars, to indicate that the meeting is tentative. Each recipient can accept, decline, or delegate an appointment. When you accept an appointment, it appears in normal type on your calendar and disappears from your Mailbox folder. When you decline an appointment, it disappears from the calendar and the Mailbox folder.

A posted appointment is an appointment that does not involve other GroupWise users. You will not receive a copy of a posted appointment in your Mailbox folder or your Sent Items folder. The posted appointment appears on your Calendar in normal type, to show that it is confirmed. You do not address a posted appointment; it is automatically included in your Calendar only. Posted appointments are useful when you are attending a meeting related to work but not involving other GroupWise users. For instance, you may attend a meeting of a professional organization or schedule an interview with a job candidate. Posted appointments also can be used for personal items, such as a doctor’s appointment.

Appointments sent to resources are accepted or declined by the resource owner. The owner has proxy rights to the Mailbox of the resource.

Scheduling an appointment


o	You can create a posted appointment, which will appear on your Calendar only. Click the arrow on the Schedule New Appointment button and select the Posted Appointment command to open the Posted Appointment dialog box.

o	To view details on a calendar item, point to the item.


x	Your name appears in the To box by default when you create a meeting. If you delete your name from the To box, the appointment will not appear on your Calendar.

C Procedures

1. Click the Schedule New Appointment button .

2. Address the message as desired.

3. Select the Place box.

4. Type the location of the meeting.

5. Select the Start date box.

6. Type the desired start date.

7. Select the text in the start time box to the right of the Start date button.

8. Type the desired start time.

9. Select the text in the Duration box.

10. Type the desired duration.

11. Select the Subject box.

12. Type the desired subject.

13. Select the Message box.

14. Type the desired message text.

15. Click the Send button .

f Step-by-Step

Schedule an appointment.

In this step-by-step, you will schedule a meeting. The steps will vary when creating a posted appointment.

*Steps*	*Practice Data*
1. Click the Schedule New Appointment button. The Appointment To window opens with the insertion point in the To box.	Click
2. Address the message as desired. The desired name(s) appear in the To box and in the title bar.	Type the name of another student
3. Select the Place box. The insertion point appears in the Place* box.*	Press [Tab]
4. Type the location of the meeting. The location appears in the Place* box.*	Type *Your Office*
5. Select the text in the Start date box. The text is selected.	Drag to select text in the Start date box
6. Type the desired start date. The desired start date appears in the Start date* box.*	Type next Monday’s date
7. Drag to select the start time. The desired text is selected.	Drag to select the start time in the box next to the date
8. Type the desired start time. The desired start time appears.	Type *1 pm*
9. Drag to select the text in the Duration box. The desired text is selected.	Drag to select the text in the Duration box
10. Type the desired duration. The desired duration appears in the Duration* box.*	Type *2 hours*
11. Select the Subject box. The insertion point appears in the Subject* box.*	Click in the Subject box
12. Type the desired subject. The desired subject appears in the Subject* box.*	Type *Regional Plan*
13. Select the Message box. The insertion point appears in the Message* box.*	Click in the Message box
14. Type the desired message text. The desired message text appears in the Message* box.*	Type *The strategic plan for my region is complete and I would like to discuss it with you.*
15. Click the Send button on the toolbar. The Appointment To window closes and the appointment is sent to the desired recipient(s) and your personal Mailbox.	Click on the toolbar

_{Scheduling a Recurring Appointment}

d Discussion

You may have appointments that occur once a week or once a month. Instead of creating an appointment for each occurrence, you can create a recurring appointment. A recurring appointment will appear on your calendar at the specified intervals, for a specific amount of time. For example, you are working on a project and will meet with members of the project team once a week for the next two months. You can schedule a recurring appointment for this meeting.

You can schedule a recurring appointment using the Example, Formula, or Dates method. The Example method is the recommended method because it allows you to schedule recurring appointments on the same day of the week, month, or year. You can specify criteria that will be used to create auto-date formulas. This method is helpful if an item recurs frequently or over an extended period of time. The Formula method enables you to specify the same criteria; however, you need to create a formula to schedule the recurring appointment. This method is useful if you prefer to create auto-date formulas. The Dates method allows you to use the mouse to select specific dates on a calendar on which you want an appointment to occur. This method is helpful when you know the exact date of the recurring item; or it recurs with irregular frequency.

After you complete the appointment information and send it, an appointment message appears in your Mailbox for each instance of the recurring item. It appears in italics on your calendar until it is accepted or declined. You can accept or decline recurring appointments one at a time or all at once. A sent item is generated for each instance of a recurring appointment.

The Auto-Date dialog box


o	To delete a recurring event, right-click one occurrence of the event and select the Delete command. You can delete one or all instances, if desired.

o	The recipient of a recurring appointment receives separate appointment items for each occurrence. When the recipient accepts the appointment, the recipient can accept all instances, if desired, and all related meeting items disappear from the Mailbox folder.

C Procedures

1. Click the arrow on the Schedule New Appointment button .

2. Select the desired appointment type.

3. Select the Actions menu.

4. Select the Auto-Date command.

5. Select the Example tab.

6. Click the calendar button to the right of the Start box.

7. Select the desired start date.

8. Select OK.

9. Click the calendar button to the right of the pop-up button.

10. Click the left double-arrow button to scroll back to the current year, if necessary.

11. Select the desired end date.

12. Select OK.

13. Select the desired month(s) for which you want to schedule the recurring appointment in the Months list box.

14. Select the day(s) of the week for which you want to schedule the recurring appointment.

15. Select OK.

16. Click the Send button on the toolbar.

f Step-by-Step

Schedule a recurring appointment.

Create a meeting and address it to another student . Type Sales Update in the Subject box and the text Let’s schedule weekly sales meetings for the next month or so. in the Message box.

In this step-by-step, we create an appointment that occurs on a weekly basis. The procedures will vary if you are scheduling another type of appointment.

*Steps*	*Practice Data*
1. Select the Actions menu in the appropriate Appointment window. The Actions* menu appears.*	Click Actions
2. Select the Auto-Date command. The Auto-Date dialog box opens with the Dates* page displayed.*	Click Auto-Date...
3. Select the Example tab. The Example* page appears.*	Click the Example tab
4. Click the calendar button to the right of the Start box. The Date Input dialog box opens.	Click Start:
5. Select the desired start date. The desired start date is selected.	Click next Monday’s date
6. Select OK. The Date Input dialog box closes and the selected date appears in the Start* box.*	Click OK
7. Click the calendar button to the right of the pop-up button. The Date Input dialog box opens.	Click to the right of the pop-up button
8. Click the left double-arrow button to scroll back to the current year, if necessary. The calendar for the current year appears.	Click
9. Select the desired end date. The desired end date is selected.	Click the date of the last Monday of the next month
10. Select OK. The Date Input dialog box closes and the selected end date appears in the box to the right of the pop-up button.	Click OK
11. Select the desired month(s) for which you want to schedule the recurring appointment. The desired month(s) are selected.	Follow the instructions shown below the table before continuing on to the next step
12. Select the day(s) of the week for which you want to schedule the recurring appointment. The desired day(s) are selected.	Follow the instructions shown below the table before continuing on to the next step
13. Select OK. The Auto-Date dialog box closes and the Auto-Date* box replaces the Start box in the appropriate Appointment window.*	Click OK
14. Click the Send button on the toolbar. The Appointment window closes, and the appointment is sent to your Mailbox and, if applicable, to the Mailbox(es) of other users.	Click on the toolbar

Click the current month and the next month in the Months list box.

Return to the table and continue on to the next step.

Click the 1st, 2nd, 3rd, 4th, and 5th Monday of each month selected.

Return to the table and continue on to the next step.

Open the Calendar folder, if necessary. Select the Month tab. Notice that the Sales Update appointment appears for each instance of the recurring appointment. Select the Mailbox folder. Notice that there is an appointment message for each instance of the recurring appointment.

_{Creating a Task}

d Discussion

You may keep lists at work that remind you to do such tasks as writing a memo or picking up dry cleaning. Instead of writing these tasks on a piece of paper, you can list them in GroupWise. All tasks are added to your calendar on the start date and roll over to the next day until marked complete. A task that is overdue appears in red. A task marked complete remains on your calendar until you delete it.

A task sent to users can be accepted, declined or delegated.

GroupWise has two kinds of tasks: tasks that involve other users and posted tasks, which only you receive.

A task involving another user appears in the recipient’s Mailbox folder, Task List folder, and Calendar. You can send a copy to yourself as well, by including your name in an address box. A task involving other users appears in your Sent Items folder so that you have a copy of it.

A posted task is a task you assign to yourself. You do not have to address a posted task; it is automatically included only on your Calendar and in your Task List folder.

A posted task does not appear in your Mailbox folder or your Sent Items folder.

You can assign a priority level to a task. You could take advantage of this option to establish a system of prioritizing tasks within your organization. The Priority box accepts several characters, including numbers, letters, and symbols.

The Task To window


o	You can create a posted task by clicking the arrow on the Create New Task button and selecting the Posted Task command to open the Posted Task dialog box.

o	The Task List folder displays a list of your posted and group tasks, noting the due date.

C Procedures

1. Click the Create New Task button .

2. Address the task.

3. Click the calendar button to the right of the Start date box.

4. Select the desired start date.

5. Select OK.

6. Click the calendar button to the right of the Due on box.

7. Select the desired due date.

8. Select OK.

9. Select the Subject box.

10. Type the desired subject.

11. Select the Priority box, if desired.

12. Type the desired priority, if desired.

13. Select the Message box.

14. Type the desired message.

15. Click the Send button on the toolbar.

f Step-by-Step

Create a task and send it to another user.

In this step-by-step, you will send a task to another user. The steps for a posted task vary slightly.

*Steps*	*Practice Data*
1. Click the Create New Task button. The Task To window opens with the insertion point in the To box.	Click
2. Type the name(s) of the desired recipients in the To box. The desired name(s) appear in the To box and on the title bar.	Type the name of another student
3. Click the calendar button to the right of the Start date box. The Set Date dialog box opens with the current date selected.	Click Start date:
4. Select the desired start date. The desired start date is selected.	Click the date of the next Thursday in the current month
5. Select OK. The Set Date dialog box closes and the desired date appears in the Start date* box.*	Click OK
6. Click the calendar button to the right of the Due on box. The Set Date dialog box opens with the current date selected.	Click Due on:
7. Select the desired due date. The desired due date is selected.	Click the date of the next Friday in the current month
8. Select OK. The Set Date dialog box closes and the desired date appears in the Due on* box.*	Click OK
9. Select the Subject box. The insertion point appears in the Subject* box.*	Click in the Subject box
10. Type the desired subject. The desired subject appears in the Subject* box.*	Type *Laptops*
11. Select the Message box. The insertion point appears in the Message* box.*	Click in the Message box
12. Type the desired message. The desired message appears in the Message* box.*	Type *Please prepare three laptops for the new employees starting on Monday.*
13. Click the Send button on the toolbar. The Task To window closes and the task is sent to the desired user(s).	Click on the toolbar

Refresh your Mailbox. Select your Task List folder to view the Laptops task sent to you by another student. Select the Calendar folder, switch to the Month view, if necessary, and notice that the Laptops task appears in italics to indicate that it is tentative.

_{Creating a Reminder Note}

d Discussion

You may write reminder notes to yourself or others to remind you of something or to record information about an event. For example, you may post a piece of paper in your office reminding you what items you need to bring to a meeting. In GroupWise, reminder notes are similar to mail, except that they are scheduled for a particular day and appear on your calendar on that date.

A note must be accepted or declined by the recipient, like other calendar items. Until it is accepted, the note appears in italic type in the Calendar, indicating that it is tentative. Once a note is accepted, it disappears from the Mailbox folder and appears in normal type on the Calendar. If a note is declined, it is sent to the Trash folder.

You can create a reminder note involving other users, or a reminder note only for yourself, called a posted reminder note. Group reminder notes appear in each recipient’s Calendar and Mailbox folders. Posted reminder notes appear in your Calendar, but not in your Mailbox folder.

Creating a reminder note


o	You can schedule a recurring task or reminder note using the Auto-Date feature, as you would an appointment. When you create a new task or reminder note, select the Actions menu and then select the Auto-Date command to open the Auto-Date dialog box.

o	You can create a posted reminder note from your Calendar’s Day view by double-clicking the Reminder Notes section to open the Posted Reminder Note dialog box.

o	You can reschedule a calendar item by dragging it to the new due date.

C Procedures

1. Select the File menu.

2. Point to the New command.

3. Select the Reminder Note command.

4. Address the note.

5. Click the calendar button to the right of the Start date box.

6. Select the start date on which you want the message to appear on the Calendar(s) of the recipient(s).

7. Select OK.

8. Select the Subject box.

9. Type the desired subject of the note.

10. Select the Message box.

11. Type the desired message.

12. Click the Send button on the toolbar.

f Step-by-Step

Create a reminder note.

In this step-by-step, you will create a group reminder note. The procedures will vary when you create a posted reminder note.

*Steps*	*Practice Data*
1. Select the File menu. The File* menu appears.*	Click File
2. Point to the New command. The New* submenu appears.*	Point to New
3. Select the Reminder Note command. The Reminder Note To window opens with the insertion point in the To box.	Click Reminder Note
4. Address the note. The desired name(s) appear in the To box.	Type the name of another student
5. Click the calendar button to the right of the Start date box. The Set Date dialog box opens with the current date selected.	Click Start date:
6. Select the start date on which you want the message to appear on the Calendar(s) of the recipient(s). The desired start date is selected.	Click the date of the next Monday in the current month
7. Select OK. The Set Date dialog box closes and the selected date appears in the Start date* box.*	Click OK
8. Select the Subject box. The insertion point appears in the Subject* box.*	Click in the Subject box
9. Type the desired subject of the note. The desired subject appears in the Subject* box.*	Type *Laptop Reminder*
10. Select the Message box. The insertion point appears in the Message* box.*	Click in the Message box
11. Type the desired message. The desired message appears in the Message* box.*	Type *Bring the laptops to the Human Resources office by 8:30am.*
12. Click the Send button on the toolbar. The Reminder Note To window closes, the note is delivered to the recipient Mailbox(es), and the note appears on the Calendar of the recipient.	Click on the toolbar

If necessary, open your Mailbox folder to view the Laptop Reminder note sent to you by another student. Open the Calendar folder to see that the note appears there as well on the specified date.

_{Accepting/Declining a Calendar
Item}

d Discussion

When you receive a meeting, task, or reminder note, you can accept, decline, or delete it; specify a level of acceptance or availability; and add additional comments. You can also delegate the item to another user. After you accept, decline, or delete an item, it disappears from your Mailbox folder.

If you are working with a recurring appointment, you can accept or decline a single instance or all instances.

You can check the status of a calendar item by viewing its Properties window. You can see if the item was delivered, opened, accepted, declined, or deleted by each individual recipient. For recurring calendar items, a sent item is generated for each instance and status information is available for each sent item.

Accepting a calendar item


o	You can set GroupWise to always generate a notification message for certain activities, for instance, when tasks or appointments are accepted. To open the Send Options dialog box, select the Tools menu, select the Options command, and then double-click the Send icon. Click the tab for each item type and select the desired options.

o	If a recipient declines a calendar item, you will not receive a message, even if the recipient includes a comment. To view the status of a calendar item, including comments from recipient(s), open the Sent Items folder; right-click the item; and, in the item’s Properties window, view the activity under the Actions column.

o	You can set up a rule to delegate, accept or decline a calendar item. In the GroupWise Main Window, select the Tools menu, and then select the Rules command to open the Rules dialog box. Select the New button to open the New Rule dialog box. Set the desired criteria, select the Action button, and then select the Accept, Delegate, or Delete/Decline option, as desired.

C Procedures

1. Select the Mailbox folder.

2. Open the appointment message to which you want to respond.

3. Click the Accept button or the Decline button .

4. Type a comment in the Comment box, if desired.

5. Select OK.

6. Select This Instance or All Instances for a recurring appointment, if applicable.

f Step-by-Step

Accept or decline a calendar item.

If necessary, select the Mailbox folder.

In the step-by-step, we are accepting a reminder note. The procedures will vary slightly for similar procedures with other item types.

*Steps*	*Practice Data*
1. Open the calendar item to which you want to respond. The selected item opens in a window.	Double-click the Laptop Reminder reminder note
2. Click the Accept button or the Decline button. The Accept with Options or the Decline with Options dialog box opens with the insertion point in the Comment* box.*	Click to accept
3. Type a comment in the Comment box, if desired. The desired comment appears in the Comment* box.*	Type *I’ll take care of it.*
4. Select OK. Both the Accept with Options or the Decline with Options dialog box and the Appointment From window close, or the Accept or Decline Auto-Date Appointment dialog box opens for a recurring appointment.	Click OK

Close the Reminder Note From window. Notice that the reminder note no longer appears in your Mailbox folder or on your Calendar.

Practice the Concept: Open the Mailbox folder, if necessary. Open one of the Sales Update meeting messages you received from another student. Click the Decline button and, in the Decline with Options dialog box, type the comment I am out of the office every Monday.. Select OK. In the Decline Auto-Date Appointment dialog box, select All Instances. Close the Appointment From window and notice the other occurrences for that recurring meeting are removed from your Mailbox folder.

_{Delegating a Calendar Item}

d Discussion

You may receive a task that you cannot complete, a note you cannot address, or an appointment you cannot attend. Instead of declining the item, you can delegate it to someone else who will handle the task or note for you, or attend a meeting in your place.

When you delegate an item, it is sent to the Mailbox of the individual to whom you delegated it, and the text Delegated appears in the Subject box. The recipient can then accept or decline the item, just as they can any other item sent to them. You can keep a copy of the task on your Calendar or remove it.

Delegating a calendar item


o	You can also delegate an item by right-clicking the item and selecting the Delegate command.

o	You can see if an item was delegated from the sent item’s Properties window. To view the Properties window, right-click an item and then select the Properties command.

C Procedures

1. Select the Mailbox folder.

2. Open the task you want to delegate.

3. Click the Delegate button .

4. Type the name of the user to whom you want to delegate the task in the To box.

5. Select the Message box.

6. Type the desired message.

7. Click the Send button on the toolbar.

8. Select Yes to keep a copy of the original item or No if you do not want a copy of the item.

f Step-by-Step

Delegate a calendar item.

Open the Laptops task you received from another user.

*Steps*	*Practice Data*
1. Click the Delegate button. A new Task From window opens with your name in the From box and the insertion point in the To box.	Click
2. Type the name of the user to whom you want to delegate the task in the To box. The desired name appears in the To box.	Type the name of another student
3. Select the Message box. The insertion point appears in the Message* box.*	Click in the Message box
4. Type the desired message. The desired message appears in the Message* box.*	Type *Can you do this for me?*
5. Click the Send button on the toolbar. The Task From window closes; the delegated item is sent; and a Delegate dialog box opens, asking if you want to keep the original item.	Click on the toolbar
6. Select Yes to keep a copy of the original item or No if you do not want a copy of the item. The Delegate dialog box closes and the delegated item is sent to another user.	Click Yes

Refresh your screen and notice the new task in your Mailbox folder with the text Delegated in the subject line.

_{Marking a Task Complete}

d Discussion

When you finish a task, you need to indicate this completion in GroupWise. You can mark the task as complete in the Calendar or in the Task From window. After you mark a task complete, it remains in your Task List folder and on the Calendar until you delete it.

This feature enables you to track start and completion dates of your task.

Marking a task complete


o	If you assign a task to another user, you can see if it was completed from the task’s Properties window. In the Sent Items folder, right-click a task, select the Properties command, and then review the information.

o	To mark a task complete when it is open, select the Completed option in the lower right corner of the Task From or Posted Task window.

C Procedures

1. View the Day calendar for the first day that the task was scheduled or for the current date, if the task start date falls before the current date.

2. Click the check box to the left of the task you completed.

f Step-by-Step

Mark a task complete.

If necessary, open the Calendar folder and display the Month view.

Notice that the Laptops task appears on the next Friday of the current month.

*Steps*	*Practice Data*
1. Select the check box to the left of the task you completed. A checkmark appears to the left of the task and the task is marked complete.	Click Laptops

_{Using the Busy Search Feature}

d Discussion

You may need to schedule an appointment with multiple users and resources. Instead of checking the schedule of each for a free date, you can use the Busy Search feature. This feature enables you to quickly locate a time slot in which all potential attendees and resources are available. To use this feature, you need to specify the names of all invitees and the start date for your search. GroupWise then checks all schedules and displays the first available date and time. If the first selection does not meet your needs, you can continue to search until you find one that does.

Scheduled items appear in various shades of gray, indicating the invitee is out of the office, busy, or tentatively busy. Appointments that either you or the sender marked as private appear according to the status you selected when you accepted the appointment.

The Multi-User view of the Calendar folder can also be useful for managing the schedule of multiple parties. To use this view, you need to have the appropriate level of access to the Mailboxes of the other users or resources.

The Choose Appointment Time dialog box


o	You can also select an available meeting time on the Available Times page in the Choose Appointment Time dialog box. This page displays the available times by shading in busy times but not specifying which potential attendee is busy.

o	The resource owner is responsible for maintaining the schedule of the resource, as well as accepting or declining appointments.

o	You can change the time of an appointment by dragging the time to another area Available Times within the Choose Appointment Time dialog box.

C Procedures

1. Create a new appointment.

2. Address the item.

3. Select a start date.

4. Select a start time.

5. Select a duration.

6. Click the Busy Search button on the toolbar.

7. Select Auto-Select to identify a desirable time slot for the appointment, if necessary.

8. Select OK.

f Step-by-Step

Use the Busy Search feature.

Create a new appointment and address it to another student . Type Regional Review in the Subject box. Enter the date for the next business day in the Start date box, a start time of 12pm, and a duration of 3 Hours in the Duration box.

*Steps*	*Practice Data*
1. Click the Busy Search button on the toolbar. The Choose Appointment Time dialog box opens with the Individual Schedules page displayed, the schedules of invitees shown, and the first available time slot that meets the desired criteria selected.	Click on the toolbar
2. Select Auto-Select. The next available time slot that meets the specified criteria is selected.	Click Auto-Select
3. Select OK. The Choose Appointment Time dialog box closes, and the start date and time appear in the Appointment From window.	Click OK

Send the appointment.

_{Managing Multiple Schedules}

d Discussion

The Multi-User page in the Calendar folder allows you to view the schedules of several people or resources side-by side and manage those schedules, if you have appropriate proxy rights for each. It differs from the Busy Search feature in that you scroll through the schedules for the desired time frame rather than specifying the time frame prior to viewing the schedules.

You control which resources or users are included in a Multi-User view using the Multi-User List. You can create additional Multi-User pages, if desired.

You can allow others to view or manage your Calendar by giving them proxy rights to your Mailbox, or you can manage the Calendars of others for whom you are a proxy.

The Multi-User view


o	You can also grant proxies access to view your private items, if desired.

C Procedures

1. Open the Calendar folder.

2. Select the Multi-User tab.

3. Type the name of the user whose calendar you need to access.

4. Select Add User.

5. Select your name from the User List list box.

6. Select OK.

7. Click the multi-user button to open the Multi-User dialog box again, if desired.

8. Select or deselect the name of the users whose calendars you do or do not need to access, if desired.

f Step-by-Step

Manage multiple schedules.

If necessary, grant proxy rights to another student and assign Read and Write access rights for appointments and Read access rights for all other item types.

*Steps*	*Practice Data*
1. Open the Calendar folder. The Calendar* folder opens.*	Click the Calendar folder
2. Select the Multi-User tab. The Multi-User List dialog box opens with the insertion point in the Name* box and your name deselected in the User List list box.*	Click the Multi-User tab
3. Type the name of the user whose calendar you need to access. The desired text appears in the Name* box.*	Type the name of another student
4. Select Add User. The name is added to the User List* list box and the entry is activated.*	Click Add User
5. Select your name from the User List list box. Your name is selected.	Click to the left of your name
6. Select OK. The Multi-User List dialog box closes and the Multi-User* page displays the current day’s schedule.*	Click OK
7. Click the multi-user button to open the Multi-User dialog box again, if desired. The Multi-User List dialog box opens.	Click
8. Select or deselect the name of the users whose calendars you do or do not need to access, if desired. The names are selected or deselected as appropriate.	Click to the left of the user you had just added to deselect it
9. Select OK. The Multi-User List dialog box closes and the Multi-User* page displays the current day’s schedule.*	Click OK

_{Printing a Calendar}

d Discussion

You can print a calendar using one of three available formats: Franklin Quest, Multi-User, and Text Only. When you select the Franklin Quest format, the calendar prints in the same format as a Franklin Day PlannerÔ.

You can print the Franklin Quest format on blank paper or on pages from your Franklin Day PlannerÔ. The Multi-User print format allows you to print the calendars of multiple users. The Text Only format results in a list of your calendar items.

The paper size and layout options available depend on your type and style selections. Before you print a calendar, you need to specify the start date and number of days you want to print. Once you select all the print options, you can preview the printout. After previewing the calendar, you can make adjustments as needed and then print it.

The Print Calendar dialog box


o	You can also print a calendar by selecting the File menu and then selecting the Print Calendar command.

o	Items marked as private can be excluded from the printout on the Setup page in the Print Calendar dialog box.

C Procedures

1. Open the calendar in the desired view.

2. Click the Print Calendar button .

3. Select the Calendar type list.

4. Select the desired calendar type.

5. Select the Paper size list.

6. Select the desired paper size.

7. Select the Paper style list.

8. Select the desired paper style.

9. Select the Page layout list.

10. Select the desired page layout.

11. Enter the desired starting date in the Starting date box.

12. Enter the desired number in the Number of ... spin box.

13. Select the Hide private calendar items option, if desired.

14. Select Preview to preview the calendar, if desired.

15. Select Close after you have finished previewing the calendar.

16. Make changes to the print options, if desired.

17. Select Print.

f Step-by-Step

Print a calendar.

Open the Calendar in any view.

*Steps*	*Practice Data*
1. Click the Print Calendar button. The Print Calendar dialog box opens with the Setup* page displayed and default selections entered for paper size and paper style.*	Click
2. Select the Calendar type list. A list of available calendar types appears.	Click Calendar type
3. Select the desired calendar type. The desired calendar type appears in the Calendar type* box.*	Click Franklin Quest
4. Select the Page layout list. A list of available page layouts appears.	Click Page layout
5. Select the desired page layout. The desired page layout appears in the Page layout* box.*	Click Weekly Calendar (Landscape)
6. Select the Starting date box. The current date in the Starting date* box is selected.*	Press [Tab]
7. Enter the desired starting date. The desired starting date appears in the Starting date* box.*	Type the date of the next business day
8. Enter the desired number in the Number of ... spin box. The desired number appears in the Number of ...* spin box.*	Click Number of weeks to 3
9. Select Preview to preview the calendar. A preview of the desired Calendar appears in the Print Preview window, reflecting the desired print options.	Click Preview...
10. Select Previous or Next as necessary to view the preview. Additional pages appear in the Print Preview window.	Click Next
11. Select Close after you have finished previewing the calendar. The Print Preview window closes.	Click Close
12. Select Print. The Print Calendar dialog box closes and GroupWise prints the calendar.	Click Print

_Exercise

_{Using the Calendar}

e Task

Use the Calendar.

1. View the Calendar.

2. Change to the Year view, then to the Week view.

3. Add a new view called Planner using the Day Planner view name.

4. Create the following meeting and send it to another student :

Appointment type	Meeting
Place	Conference Room
Date	tomorrow
Time	3:00PM
Duration	2 Hours
Subject	Quarterly Plan
Message	Are you available to discuss the strategic plan?

5. Create the following recurring appointment and send it to another student :

Appointment type	Meeting
Place	My Office
Time	8:30AM
Duration	2 Hours
Subject	Monthly meetings
Message	Let’s review our goals and progress once a month.
Method	Example
Start	Today
End	One year from today
Months	All
When	The 1st Monday

6. Refresh your Mailbox and accept all instances of the Monthly meetings recurring appointment.

7. Create the following task and send it to another student :

Start date	tomorrow
Due on	tomorrow
Subject	Laptop cases
Priority	2
Message	Please deliver three laptop cases to me by tomorrow afternoon.

8. Accept the Laptop cases task sent to you by another student and include the following comment: I am off tomorrow afternoon, so I’ll deliver them by noon..

9. Mark the Laptop cases task complete in the Day calendar for the specified date.

10. Create the following reminder note and send it to another student :

Start date	tomorrow
Subject	Invoice
Message	Send the bill for the cases to Susan Smith’s department.

11. Delegate the reminder note to another student., keeping the original item.

12. Use the Busy Search feature to schedule an appointment with another student . Accept the first free time slot, using the following criteria:

Appointment type	Meeting
Place	other store
Date	tomorrow
Time	4 p.m.
Duration	2 Hours
Subject	Football uniforms
Message	The coaches at Smithfield High would like to see the new uniform designs.

13. Use the Multi-User calendar view to review the schedules for tomorrow, comparing your schedule to that of another student..

14. Preview and print a calendar as follows:

Calendar type	Text
Calendar size	Monarch (8.5 x 11 in.)
Paper style	Blank Paper
Page layout	Monthly Calendar (Portrait)
Starting date	Today
Number of months	1

_{Lesson
13 -

Customizing GroupWise}

_{In this lesson, you will
learn how to:}

· Change general settings

· Change view settings

· Change file locations

· Change cleanup settings

· Create a signature

· Change folder properties

_{Changing General Settings}

d Discussion

You can customize GroupWise by changing general settings. You can change the interface language, view options, and refresh interval, as well as the default actions for opening sent items and attachments.

You can set GroupWise to open the next item after you accept, decline, or delete the current item. For example, you accept a task. As soon as you select the Accept button, the next item in the Item List opens. You can also set GroupWise to open a new item after you send the current one. For example, you create a new mail message and send it. As soon as you click the Send button, a new Mail To dialog box opens.

GroupWise refreshes every minute to display new items. You can specify a different refresh interval; however, one minute is the most frequent refresh time available.

You can set GroupWise to display the item itself or the Properties window when you double-click a sent item. If you select the Open item option, you can quickly see the content of the item. If you select the Show properties option, you can quickly see tracking information on the item, such as when the item was opened, accepted, deleted, completed, etc.

When you double-click an attachment, you can set GroupWise to display the item in the View Attachment window or open it. When you open an attachment, it opens in the application in which it was created or a compatible one. Viewing an attachment is quicker and the only option available if the original application or a compatible one is not available on your computer.

Changing general settings

C Procedures

1. Select the Tools menu.

2. Select the Options command.

3. Double-click the Environment icon .

4. Select the Interface language list, if desired.

5. Select the desired language, if desired.

6. Select the desired options under View options.

7. Change the time under Refresh interval as desired.

8. Deselect the Prompt on empty filter or Prompt on empty find options, if desired.

9. Select the desired default action under Sent items.

10. Select the desired default action under Attachments.

11. Select the Check spelling before send option, if desired.

12. Select OK.

13. Select Close.

f Step-by-Step

Change general settings.

If necessary, switch to the Main Window.

*Steps*	*Practice Data*
1. Select the Tools menu. The Tools* menu appears.*	Click Tools
2. Select the Options command. The Options dialog box opens.	Click Options...
3. Double-click the Environment icon. The Environment dialog box opens with the General* page displayed.*	Double-click
4. Change the time under Refresh interval as desired. The time is changed as desired.	Click Every: minutes to 2
5. Select the Check spelling before send option, if desired. The Check spelling before send* option is selected.*	Click Check spelling before send
6. Select OK. The Environment dialog box closes.	Click OK
7. Select Close. The Options dialog box closes and the general settings are saved.	Click Close

_{Changing View Settings}

d Discussion

You can change the default view settings for specific item types in GroupWise to better meet your needs. These settings allow you to select what view you see when you click on a toolbar button or double-click an area in your Calendar.

For appointments, tasks, and notes, you can also change the default view for group and posted items. Group items are appointments, tasks, and notes you send to other users. Posted items are those items you create for yourself. You will see the Group default view when you click a toolbar button or use a menu command. You will see the Posted default view when you double-click an area in your Calendar, such as the appointment list.

While you have many calendar views from which to choose, the other item types have only a few. The difference between most view options for each item is whether or not the item includes an attachment.

Using the Views page in the Environment dialog box, you can change the defaults for the views you use most often. When you see the available views in the Views list box, the current default has an asterisk (*) to its right. You can save time by making the view you use most often the default. This way, you can click a button or double-click your Calendar to open this view. You can also set GroupWise so that you read items in the default view, if desired.

Changing view settings

C Procedures

1. Select the Tools menu.

2. Select the Options command.

3. Double-click the Environment icon .

4. Select the Views tab.

5. Select the item type for which you want to change the default view.

6. Select the Group or Posted option, if applicable.

7. Select the desired view in the Views list box.

8. Select Set Default View.

9. Continue to change the view settings as desired.

10. Select OK.

11. Select Close.

_{Changing Cleanup Settings}

d Discussion

Just as you clean out drawers and organize files in your office, you can organize GroupWise. You can set GroupWise to delete or archive items automatically or manually. You can also set GroupWise to empty the Trash folder automatically or manually. These options help you to keep GroupWise running more efficiently.

By default, your mail and phone messages, as well as your appointments, tasks, and notes can only be deleted and archived manually. You can change cleanup options so that GroupWise automatically deletes or archives items after a certain number of days.

The Trash folder is emptied every seven days by default. If you prefer to empty your own trash, then you can change this setting to manual. It is a good idea to select the Manual option since you may put items in the Trash folder in error and, once they are deleted from this folder, they cannot be recovered.

Changing cleanup settings


o	If you select an auto-archive option, you must have an archive folder established. If you do not, you will get an error message. You can specify a folder on the File Location page in the Environment dialog box. Usually, your system administrator will create an archive folder for you.

C Procedures

1. Select the Tools menu.

2. Select the Options command.

3. Double-click the Environment icon .

4. Select the Cleanup tab.

5. Select the desired option under Mail and phone.

6. Enter the desired number of days to auto-delete or auto-archive messages, if applicable.

7. Select the desired option under Appointment, task, and reminder note.

8. Enter the desired number of days to auto-delete or auto-archive appointments, tasks, or notes, if applicable.

9. Select the desired option under Empty trash.

10. Enter the desired number of days after which you want the trash automatically emptied, if applicable.

11. Select OK.

12. Select Close.

f Step-by-Step

Change cleanup settings.

Open the Environment dialog box.

*Steps*	*Practice Data*
1. Select the Cleanup tab. The Cleanup* page appears.*	Click the Cleanup tab
2. Select the desired option under Mail and phone. The desired option is selected.	Click Auto-archive after
3. Enter the desired number of days to auto-delete or auto-archive messages, if applicable. The desired number of days is entered.	Follow the instructions shown below the table before continuing on to the next step
4. Select the desired option under Appointment, task, and reminder note. The desired option is selected.	Click Auto-delete after:
5. Enter the desired number of days to auto-delete or auto-archive calendar items, if applicable. The desired number of days is entered.	Follow the instructions shown below the table before continuing on to the next step
6. Select the desired option under Empty trash. The desired option is selected.	Click Manual
7. Select OK. The Environment dialog box closes.	Click OK
8. Select Close. The Options dialog box closes and the cleanup settings are saved.	Click Close

Select the text in the days spin box and type 20.

Return to the table and continue on to the next step.

Select the text in the days spin box and type 45.

Return to the table and continue on to the next step.

_{Creating a Signature}

d Discussion

When you send a mail message, you may want to end the message with a custom signature, such as your name. You can create a signature in GroupWise that will appear at the end of all of your messages or for only selected messages. If you want to include the signature on a per message basis, GroupWise will prompt you to include it before you send the message. By default, the Signature option is disabled.

o	The Signature option is where you can place email disclaimer information when sending an email to an internet receipient.

Creating a signature


o	The Electronic business card (vCard) option includes information from the GroupWise system address book.

C Procedures

1. Select the Tools menu.

2. Select the Options command.

3. Double-click the Environment icon .

4. Select the Signature tab.

5. Select the Signature option.

6. Select the desired signature option.

7. Select the Signature box.


o	You can also exit GroupWise by clicking the Close button that appears in the upper right corner of the Main Window title bar.


x	If you do not want others to access your GroupWise account when you are away from your desk, you must close all GroupWise programs, including Notify, Marquee, and Desktop. When other GroupWise programs are open, GroupWise will open without requiring a password.