IT TEAM

Layout & Design – K Baker- Service Management IT

Introduction

Generally Speaking As with all of the different parts of GroupWise, the number of mouse clicks used and which of the two buttons you click, will make a difference to the options you are faced with.

Using the Right mouse key gives you a context menu – this menu will be different according to where your cursor is when you click.

Clicking the Left mouse button once “selects” an item and Left click twice tends to ‘open’ the item.

Welcome to the training on using GroupWise Email. This training is a short module which forms part of a larger course on using GroupWise. The other modules include using the calendar, booking appointments, sharing information and automating with rules. Look out for manuals and training courses in these areas.

Note about this manual: This is designed to support the workshop training and to remind you of the procedures that we discuss. Therefore although you can use it without attending the training, some of the techniques may not be completely clear. Please feel free to book onto a workshop via the Learning and Development website or look at the IT Help guides, which are available from the IT and Learning and Development websites.

Sending Emails

Send OptionsDistribution lists

These are an effective way to ensure that you are sending your email to the right audience for your purpose. You can use the standard distribution lists as produced by IT , for example All_Sut or All_CBL, to reach a group of people but these lists need to be used with care to avoid sending emails out that are of no interest to people on the list.

An alternative is to create your own list, for example, of a group of people who you regularly email.

Click on address book to access the listsExpand the Novell GroupWise Address book to see a list of all of the standard distribution listsRight click in your frequent contacts or your personal book (your name) and select new groupand name your own distribution listsRight click on your new list and select details, select add and put names into your listAlternatively you can select new contact and manually enter an address

Priorities

When sending email you can assign a priority to it so that urgent emails will show up as a red envelope when they are received and low priority emails will come up as grey. This is useful to let your recipient know which emails are the most important to read first.

In your new mail click on send options and click on the priority setting

Address Book

Frequent Contacts

New Group

Details

Add Members

Send Options

Sending Emails

Expiration dates and retracting emails

Using expiration dates and email retraction when sending emails to a large group of people is good practice as it reduces the number of emails people receive that are no longer useful or current. For example, when you get back from holiday you often have emails in your inbox about events that have since passed, if they were sent with an expiration date then they would automatically be deleted from your inbox (if they haven’t been opened) on the expiration date when they are no longer current.

Retracting emails that are also no longer relevant is another way of ensuring that your recipients only receive emails that are useful to them. Also if you make a mistake, instead of sending another email explaining that the first one was a mistake, simply retract the original email and send the alternate one.

You can set your expiration date by clicking on the send options tab in your message and checking the expiration date box. When you do this you will see that you now have a choice regarding the number of days box is available. Enter your choice in this box and send as usual

In your sent items box, highlight the email you want to retract and click on the retract or retract and deletebutton on the tool bar. This won’t change the look of the item but if you open the item and click on the properties tab you can see that the status of the item shows retracted

Send Options

Expiration Date

Send Items

Retract and Delete

Properties

Retraction Details

Sending Emails

Reply request

A useful tool to prompt people to respond to your email. Reply requested is written across the top of the message that you send and your recipient is prompted to reply when they delete the message.

Click on the send options tab of your message and select the reply requested box, you have the option of a specific number of days or when convenient

Delay DeliveryYou would use delay delivery when you want to create an email and have it sent automatically at a certain time. This is useful when you are on holiday and you want a message to go out when you are away, also if you wanted a message to be sent overnight, especially to a country with a time difference. For example, if you wanted a message to arrive at your colleague in New York’s inbox at 9am on a Monday morning then you could set the email to be sent at 3am on the Monday morning which would be 9am in New York

Click on send options and check the delay deliverybox. Choose a number of days or set a specific date and time.

Send Options

Reply Request

Send Options

Delay Delivery

Sending Emails

ToolsSpell Check

Did you know that there is a spell check in GroupWise? Use tools, spell check or control, F1 to check the spelling of an email you have written

Tools, Spell Check

OptionsSignature

To add your own signature to an email, i.e. including your name, job title, address etc. click on tools, options, environment, signature. Choose automatically add or prompt before adding and add your text to the box.

Email StyleFonts

Highlight words or phrases in the main body of your message and click on the ffF box (next to the Bold box) on the tool bar. You can change colours, styles etc to make important points stand out or to make your email more interesting

ffF Box

Tools, Options

Sending Emails

RulesOut of Office

In order to put on your Out Of Office, click on tools, rules.Click on New.Type in your Rule Name (in this case ‘out of office’)Make sure that all items are un tickedClick on Define ConditionsFrom drop down list select ‘To’Type in your GroupWise login id (this normally matches your Novell login id)Now Click on OrSelect ‘To’ again from the drop down listNow type in your full nameClick on Add ActionSelect ReplyClick Ok, to Reply to SenderIn the Subject line type in ‘Auto-Reply’Type in your message including a return date or alternative contacts.Click on SaveTick the box next to the Rule, and Close

Receiving Emails

Using the Filing Cabinet Folders

Your inbox can be managed in a number of ways:Receive emails, action them and delete themColour code received emails (see below) and use your inbox to store themUse the filing cabinet folders to sort your emails into.

To make a new folder in your cabinet right click on cabinet and select new folder. Add a name and click and drag items into the folder. This folder can then be used in the same way as your inbox, i.e. you can open emails and reply to them from here, use filters and so on. The advantage of using cabinets is that your inbox is clear and you can easily see new items that come in. You can also drag sent items into folders, allowing you to keep track of all emails on a certain topic.

Using Categories

Categories are an imposed classification, you decide what information you want to represent in them. You can use categories to group your emails, one way is to label different categories, for example: urgent, important, low priority. Other labels could be: to be actioned, for information, etc.

Categories can be accessed through individual e-mails, personalizeor by right clicking an item, selecting categories, moreCategories can be used for both e-mail and calendar itemsMore than one category can be applied to an itemCategories can be changedNew categories can be madeThe system categories (the ones already in this section) are universally recognised so if you assign your email as urgent and send it, others will receive this category on their email. If you use one you have defined, this won’t be received as a category when you send the email.

Using Filters

Filters use information imposed on an e-mail already to process it, therefore you cannot change the information you use to apply a filter. What you can do though, is filter for different things, useful when you are trying to find an email you know you had before but can’t find now!

Filters can be accessed by the two little linked circles in the top right hand area of the windowYou can filter by received, sent, posted and draft items and you can filter any of the inbox, sent items trash and cabinet foldersYou can save a filter, click on the two linked circles, then filter, then write in what you want to filter for. You can then save this so that you can use it again. This does not save the e-mails separately, but saves the search criteriaYou can filter for categories as well, so if you are looking for all of the emails that you have assigned as urgent you can filter for this categoryThe advanced filter (circles, filter then advanced filter) gives you a lot more options to search with

Categorise through Emails received (Personalize)

Categorise Email before sending

Linked Circles

Filter Menu

Advanced Filter

Receiving Emails

Using Find

Similar to filters this function allows you to search your folders and mailboxes for certain emails.

The function is accessed through tools, findYou can also use Control F or the magnifying glass iconYou can use this to organise all emails on one subject in a folder. For example, find all emails with “visio” in them, then file, save asand save the results in a new folder. This is just a shortcut to the items, they aren’t moved from where they were originally, just copied to the new folder

Sorting message list display

Magnifying GlassOr Ctrl F

The Find Dialogue Box

Saving a file search

Receiving Emails

Speedy Tips and Shortcuts

Speedy Tips and Shortcuts

Control M will open up a new, blank message

Right mouse click in the attachment area of a message you are going to send quickly accesses your list of folders to find the file you want to attach

You can open GW twice so you can see two different folders at the same time

You can rearrange the folders and mailboxes by clicking and dragging

You can check whether messages have been opened or forwarded by using the properties tab on any sent mail item

For quick deletion of all messages of a similar type, use a filter then delete

If you cancel a mail message as you write it, you will get the option to save it to work in progress

If you hold control whilst dragging any message to a folder, it makes a copy of the message in the place you are dragging it to and also keeps it in its original place