2. 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.
3. Sending Emails
Send Options
Distribution 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 lists
Expand the Novell GroupWise Address book to see a
list of all of the standard distribution lists
Right click in your frequent contacts or your
personal book (your name) and select new group
and name your own distribution lists
Right click on your new list and select details, select
add and put names into your list
Alternatively 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
4. 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 delete
button 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
5. 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 Delivery
You 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 delivery
box. Choose a number of days or set a specific date
and time.
Send Options
Reply Request
Send Options
Delay Delivery
6. Sending Emails
Tools
Spell 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
Options
Signature
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 Style
Fonts
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
7. Sending Emails
Rules
Out 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 ticked
Click on Define Conditions
From drop down list select ‘To’
Type in your GroupWise login id (this normally matches
your Novell login id)
Now Click on Or
Select ‘To’ again from the drop down list
Now type in your full name
Click on Add Action
Select Reply
Click Ok, to Reply to Sender
In the Subject line type in ‘Auto-Reply’
Type in your message including a return date or
alternative contacts.
Click on Save
Tick the box next to the Rule, and Close
8. Receiving Emails
Using the Filing Cabinet Folders
Your inbox can be managed in a number of ways:
Receive emails, action them and delete them
Colour code received emails (see below) and use your
inbox to store them
Use 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.
9. 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, personalize
or by right clicking an item, selecting categories, more
Categories can be used for both e-mail and calendar items
More than one category can be applied to an item
Categories can be changed
New categories can be made
The 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 window
You can filter by received, sent, posted and draft items and you can
filter any of the inbox, sent items trash and cabinet folders
You 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 criteria
You 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
category
The 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
10. Using Find
Similar to filters this function allows you to search your folders and
mailboxes for certain emails.
The function is accessed through tools, find
You can also use Control F or the magnifying glass icon
You 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 as
and 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 Glass
Or Ctrl F
The Find Dialogue Box
Saving a file search
Receiving Emails
11. 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
