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GroupWise 7 IntroductionVersion: 1.2

February 19, 2008

ConfidentialInternal Use Only

A publication of the Archdiocese of Chicago

Office of Information TechnologyTechnical Services Group

Duplication Prohibited without Permission of Archdiocese of Chicago Office of Information Technology, Technical Services Group

© 2008 by Chicago Archdiocese Office of Information Technology. All Rights Reserved.

Course Developer: Mike Riley

Revisions:

1.3 – Fixed Send Options

Table of Contents

Overview........................................................................................................................................................1Starting GroupWise.......................................................................................................................................1Logging In......................................................................................................................................................1GroupWise Window......................................................................................................................................2Composing Mail.............................................................................................................................................3

Opening a New Message Window.............................................................................................................3Addressing Messages.................................................................................................................................3

Name Completion..................................................................................................................................3User IDs.................................................................................................................................................4Full E-Mail Address...............................................................................................................................4Using the Address Book........................................................................................................................4To, CC, BC............................................................................................................................................5

Entering the Message.................................................................................................................................6Attaching Files...........................................................................................................................................7

Attachment Warnings............................................................................................................................7Sending Messages......................................................................................................................................7Send Options..............................................................................................................................................8Draft Messages...........................................................................................................................................9

Working with Mail.......................................................................................................................................10QuickViewer............................................................................................................................................10Opening Mail...........................................................................................................................................11Replying...................................................................................................................................................11

Reply to all warnings...........................................................................................................................11Forwarding...............................................................................................................................................12Viewing Attachments...............................................................................................................................12Saving Attachments.................................................................................................................................13Quick Filter/Search..................................................................................................................................13Filing........................................................................................................................................................14Deleting....................................................................................................................................................14

Sent Items.....................................................................................................................................................15Viewing Properties...................................................................................................................................15Resending.................................................................................................................................................16Retracting.................................................................................................................................................17Clean-Up..................................................................................................................................................17

Address Book...............................................................................................................................................17Types of Books........................................................................................................................................17Frequent Contacts Properties...................................................................................................................18Copying Entries.......................................................................................................................................18Adding Entries.........................................................................................................................................19Modifying Entries....................................................................................................................................20Deleting Entries.......................................................................................................................................20Contacts Properties..................................................................................................................................20Copying from Messages..........................................................................................................................21Groups/Personal Distribution Lists..........................................................................................................21

Trash............................................................................................................................................................22Undeleting................................................................................................................................................22Emptying Trash........................................................................................................................................23

Using Mailbox Size Window.......................................................................................................................23

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Pastoral Center Conference Rooms.............................................................................................................24Creating the Multi-User Calendar............................................................................................................25Booking a Room......................................................................................................................................26Canceling a Room....................................................................................................................................26

GroupWise Options.....................................................................................................................................27Commonly Used GroupWise Options.....................................................................................................28

Accessing GroupWise Remotely.................................................................................................................32

Step-by-Step InstructionsTo start GroupWise:.......................................................................................................................................1To open a new message window:..................................................................................................................3To address a message using Name Completion:............................................................................................3To address a message using the Address Book:............................................................................................4To add additional recipients in the To, CC or BC field:................................................................................5To remove a recipient:...................................................................................................................................5To spell-check a message:.............................................................................................................................6To attach a file:..............................................................................................................................................7To specify the options for an item you send:.................................................................................................8To save a draft message:................................................................................................................................9To complete a Draft:......................................................................................................................................9To activate the QuickViewer:......................................................................................................................10To QuickView an item:................................................................................................................................10To reply to a message:.................................................................................................................................11To use the Quick Filter:...............................................................................................................................13To remove the filter:....................................................................................................................................13To file a message:........................................................................................................................................14To delete a message:....................................................................................................................................14To view the properties of a sent item:..........................................................................................................15To retract a message:...................................................................................................................................17To delete a sent item:...................................................................................................................................17To set the properties of Frequent Contacts:.................................................................................................18To copy an entry from one book to another:................................................................................................18To add a new contact:..................................................................................................................................19To modify an address book entry:...............................................................................................................20To delete an address book item:...................................................................................................................20To change which book the Contact folder opens:........................................................................................20To copy an address from a message:...........................................................................................................21To create a group:........................................................................................................................................21To undelete an item:.....................................................................................................................................22To empty the trash:......................................................................................................................................23To view your mailbox storage size information:.........................................................................................23To create the conference room calendar view:............................................................................................25To reserve a conference room:.....................................................................................................................26To cancel a conference room:......................................................................................................................26To open the GroupWise Options window:..................................................................................................27To set options:..............................................................................................................................................27

GW7 Intro ii February 19, 2008Office of Information Technology Version: 1.2

Overview Novell GroupWise is the e-mail and scheduling application used within the Archdiocese of Chicago computer network. GroupWise lets you send and receive e-mail, maintain a personal calendar of appointments, tasks and events, schedule meetings with other users, maintain addresses, and book conference rooms at the Pastoral Center.

This document is written based on GroupWise 7.0.1.

Starting GroupWise During your login to the Pastoral Center network, GroupWise will automatically start. If you exit GroupWise, you would need to start it manually.

To start GroupWise: Double-click the GroupWise icon on your Desktop

OR Click on the GroupWise icon in your QuickLaunch toolbar (to the right of your Start

button)OR

Choose Start, Programs, Novell GroupWise, GroupWise

Logging In When GroupWise launches, it will prompt you for your password. Simply enter your login password in the Password field and click OK.

You can also log into your GroupWise account from another user’s computer. If another user is logged into that computer, you’ll start GroupWise as normal but click Cancel when it asks for your password.

In the Novell GroupWise Startup screen, enter your User ID and Password to log into your mailbox.

After you are done with your GroupWise account on another user’s computer, you should exit GroupWise, start it again, click Cancel on the Password screen and clear out the User ID. If not, the other user will, most likely, not realize that GroupWise is trying to log into your account and will LOCK your account.

GW7 Intro 1 February 19, 2008Office of Information Technology Version: 1.2

GroupWise Window

When GroupWise launches, it will either open your Mailbox or Home View (if configured to start in Home View).

The image above highlights the major elements of the GroupWise window.

Nav Bar Buttons that allow you to switch to different sections of the account.

Toolbars Single-click access to common features. Buttons change based on the folder and selected item.

View Toggles Quick methods for hiding/displaying the Folder list, Menu, and QuickViewer.

Quick Search/Filter Fast method for locating items in a folder.

Folder List Containers within your GroupWise account.

Item List Items within the selected folder.


Composing Mail Creating and sending e-mail messages involved the same steps no matter what e-mail program you use.

The steps are:

1. Open a new message window2. Address the message3. Enter the subject and message body4. Specify any send options5. Send the message

Opening a New Message WindowTo open a new message window:

Click the New Mail button on the toolbarOR Choose File, New, MailOR Hold down the Ctrl key and tap the letter M

Addressing MessagesYour next step is to address the message. The methods you can use to address a message vary depending on whether the recipients are in the Novell GroupWise Address Book, one of your Personal Address books, or not in an address book.

Name Completion

If the recipient is listed in the Novell GroupWise Address Book or your Frequent Contacts Address Book, you can use the Name Completion feature to address the message.

To address a message using Name Completion: Begin typing the recipient’s display name (typically Last Name, First Name) When GroupWise finds a match, it will AutoComplete the name If the match is NOT the recipient you need, continue typing the display name or tap the down arrow on your keyboard until the correct recipient is displayed Tap the Enter key to add additional recipients or the Tab key to move to the next field


User IDs

If the recipient has a GroupWise account on our mail system, you can enter the recipient’s user ID instead of their display name. This method requires you to know the recipient’s user ID.

Full E-Mail Address

Like any other e-mail application, you can always enter the recipient’s full e-mail address in one of the address fields. If you’ve sent an e-mail to that address before (and it’s still in your Frequent Contacts), GroupWise will auto-complete the address just like a display name.

Using the Address Book

You can also use the Address Book to select the recipients of a message. You can then select anyone listed in any of your available address books.

To address a message using the Address Book:

Click the Address button from the Mail To window Select the desired address book from the Look in drop-down Scroll through the list of names or enter the beginning part of the recipient’s display name in the Look for field Once you have located the desired entry, click on it (once) and click the To, CC or BC field as desired To remove a recipient, click their name from the Selected list and click Remove Continue until you are done selecting recipients from the Address Book Click the OK button at the bottom right to return to your message


To, CC, BC

When addressing a message, you can specify how each recipient receives the message. This can be important when you are sending one message to several recipients.

To Recipient is intended audience for this message. The To recipients are usually those who need to take action or reply to the message.

CC (Carbon Copy/Courtesy Copy)

Informational copy. Typically, no action is required by the CC recipients.

BC (Blind Copy) Blind Copy recipients are hidden in the list of recipients. This is normally used for privacy issues.

When sending a message to a group of people who don’t already have access to each other’s e-mail addresses, Blind Copy each recipient (send a copy To yourself).

When e-mailing several parishes, school, principals, and other users who aren’t part of the Pastoral Center Network, you should always blind copy those recipients.

Typically, with Blind Copy, you either BC every recipient or none of them.

To add additional recipients in the To, CC or BC field: Enter the first recipient as normal Tap the Enter key or semi-colon (;) to drop-down that name Tap the Tab key when finished

To remove a recipient: Click within the To, CC or BC field Click on the name of the recipient Tap the Delete key


Entering the MessageClick within or Tab into the Subject and message body and simply begin typing the message and its subject.

When composing a message: Use a clear, concise subjecto Subjects like “Hi” or “Documents” might make the recipient suspect the message is simply a virus or SPAM messageo Try to stick to one topic per messageo Having your message focus on a single topic lets the recipient better organize the messageo Additional content in a message might get “lost” and never read or addresseso This might mean sending more than one message to the recipiento Get to the point immediatelyo You should let the recipient know the action you want them to take as soon as possible.o Don’t bury important parts of the message at the bottom.o Avoid formatting the message using different fonts and colorso The ability to view the formatting depends on the recipient’s e-mail program they useo Some people will NOT view messages that are formatted using HTMLo If the formatting of the content is important, create the content in another program (like Microsoft Word) and attach that file

Before sending an e-mail, it’s a good idea to double-check your spelling. GroupWise includes a spell-checker that will verify the spelling of the message subject and body (but not any file attachments).

To spell-check a message: Click within the message subject or body Choose Tools, Spell Check If a misspelled word is found, choose the correct spelling from the list and click Replace If the word is spelled correctly, you can either Skip the word or Add it to your spellcheck dictionary


Attaching FilesIn addition to the text of a message, you can attach files to a message. You can attach any file that you can access from that computer to the body of a GroupWise message.

To attach a file: Click the Attach a File icon (the paperclip) Browse to the folder containing the file Double-click the file Attach additional files as desired

Attachment Warnings Be cautious about attaching large files. Many mail systems will reject large mail messages (including the attachment size). If the file is over 5 MB in size, it might be rejected. Some mail systems will block certain types of file attachments. Standard files such as Word documents, Excel spreadsheets, etc., will normally go through without any problems. If at all possible, simply include the text of the attachment in the body of a message instead of attaching a file. It will result in a smaller mail message. Always be specific in the body of the message about what the attachment is. Messages with “mystery” attachments might lead the recipient to believe the attachment is a virus-laden file.

Sending MessagesOnce the message is ready to go, simply click the Send icon.

As long as GroupWise can resolve the addresses of all recipients, it will send.

If a recipient address is invalid, you’ll need to correct that recipient’s address.


Send OptionsWhen you send an item via GroupWise, there are options you can use to impact the delivery, appearance, and behavior of the message.

To specify the options for an item you send: Click the Send Options tab before you send the item Specify any options as desired Send the message

Note: You can change the default options for every item you send through Tools, Options, Send.

Not all options are particularly useful. The table below outlines the send options that will be supported by most recipients and are considered useful by a large number of GroupWise users.

Tab Option Description

General Category Color-codes an item for the recipient if they use GroupWise and have the same color-coded category. Urgent, Personal, Low-Priority and Follow-Up are defaults within GroupWise. Don’t focus on the category name…instead, consider how the color of the message will impact how the recipient will treat the message.

General Delay Delivery Holds the message at the post office until the specified time. Use this for items that need to be delayed for any reason or when sending to a large number of recipients to hold the message until after the normal work day.

Status Tracking Create a sent item… When checked, you retain a copy in your Sent Items folder which tracks delivery information. For recipients in our Post Office, you can specify how much information to track. Auto-delete is NOT recommended.

Status Tracking Return Notification Specifies whether you should receive a receipt or GW Notify alert when the recipient(s) open/delete the message. Return Notification only works if the recipient is in our post office.

Status Tracking Internet Mail DOES NOT WORK! The receiving Post Office would have to send a response for every received message. Mail administrators won’t use this feature due to the large volume of e-mail spam.


Draft MessagesAs you compose a message, you may realize that you don’t want to send it right away (or need more information to complete the message).

Rather than retyping the entire message, you can save a Draft copy that you can then complete and send.

To save a draft message: Click the Cancel button or tap the Esc key while composing your message Choose Yes when asked to Save changes Choose the Folder to save the draft copy in (Work in Progress is already selected and recommended) Click OK

To complete a Draft: Select the folder containing the message Double-click the draft copy Complete and send the message


Working with Mail You will probably spend more time managing your incoming items within GroupWise than creating new items. Your inbound mail often determines the messages you need to send.

Learning to keep your account organized is vital.

QuickViewerThe QuickViewer is a split-screen preview of items you select within GroupWise. The QuickViewer can reduce the amount of time you spend going through your mail.

To activate the QuickViewer: Choose View, QuickViewerOR Click one of the QuickViewer icons

You may be prompted as to whether you want to activate the QuickViewer for ALL of your GroupWise folders or only the current folder.

To QuickView an item: Turn on the QuickViewer Click the item

If the item has any attachments, you can click the attached files to preview those as well.

When the QuickViewer is active, selecting any item will mark it as “read.”

Opening MailIf you choose to NOT use the QuickViewer, simply double-click an item to open it.


If you have trouble double-clicking, you can single-click the item and tap the Enter key to open it.

ReplyingMost of your time in GroupWise will be spent replying to messages that you have receieved.

To reply to a message: Open/QuickView the message Click the Reply icon Choose the reply options Enter your text for the reply Send the reply

Reply to all warnings

Be extremely cautious about Reply to all. The recipients might not have cared about the original message to begin with and most likely won’t care about your reply.


ForwardingForwarding lets you send the original message to another recipient. GroupWise includes two options for forwarding: standard forwarding and forwarding as an attachment.

When you click the Forward button, it uses the last forwarding method you had chosen. To specify the forwarding method, click the drop-down arrow to the right of the Forward icon and choose the desired method.

Standard Forward Forward as Attachment

The standard forward simply copies the content of the original message into a new message.

Standard forward is the preferred method.

Forward as Attachment embeds the original message as a file attachment.

This method allows a user to view the message headers of the original message.

Typically, you would only Forward as Attachment when requested for troubleshooting purposes.

Forward as Attachment is the only forwarding method used by a forwarding rule in GroupWise.

Viewing AttachmentsWhen an e-mail includes an attached file, you can open the attachment to view it in its original application.

Typically, you can simply double-click an attachment.

If, however, you’ve misconfigured your double-click settings, you’ll need to right-click the attachment and choose Open.

Default double-click options are covered in the Options section.


Saving AttachmentsFile attachments will take up a lot of space within your mailbox. You’ll want to save attached files to your local drive or shared drive to free up space in your account.

You can use the Save As option for most files to save them outside of GroupWise.

You can also right-click an attached file and choose Save As to save the file in the desired location.

Quick Filter/SearchAs your mailbox fills up, it will become harder to locate specific messages. Luckily, GroupWise 7 includes a Quick Filter that can help you locate messages.

To use the Quick Filter: Click inside the filter box Type in the text to search for Tap the Enter key

Messages containing the text entered will be displayed.

To remove the filter: Click inside the filter box Delete any text Tap the Enter key


FilingIt’s a good idea to move important messages that you want to keep into a location other than the Mailbox. The Cabinet is an ideal location for messages you want to file.

To file a message: Locate the message to file Click and drag the message into the desired folder

Tip: You can create subfolders within the Cabinet by right-clicking the Cabinet and choosing New Folder.

DeletingWhen you no longer need a message, you should delete it to help keep your Mailbox clean. When you delete a message, it moves to the Trash folder. It will remain in the Trash folder (taking up space in your account) until you empty the Trash or 30 days.

To delete a message: Select the message and tap the Delete keyOR Open the message Click the Delete icon


Sent Items When you send things from your GroupWise account, you will retain a copy in your Sent Items (unless you specifically choose not to keep a copy). Retaining a copy lets you view the status of the item, resend and retract the message.

Viewing PropertiesYour sent item includes status information about the item. If the recipient is in our GroupWise system, GroupWise can fully track the status of the item. If the recipient is on another mail system, GroupWise can check the transfer status.

To view the properties of a sent item: Open the Sent Items folder Double-click the item Select the Properties tab (if necessary) Change the Style from Basic Properties to Advanced Properties as desired


The following table lists the Actions and information about them that you might encounter in the properties of a Sent Item. If the message is sent to another mail system, the only status that can be tracked is the Transfer status.

Action Description

Delivered The message was delivered to recipients in our GroupWise system.

Opened The recipient opened the message (but didn’t necessarily read its contents).

Forwarded The recipient forwarded the message to someone else.

Replied The recipient replied to the message.

Deleted The recipient deleted the message.

Emptied The recipient emptied the message from their trash.

Transferred The message was successfully transferred to another mail system.

Transfer Delayed

The message hasn’t yet been transferred successfully to another mail system. It will retry for up to three days.

Transfer Failed The message unable to be sent to another mail system.

ResendingIn the event that you need to resend a message (to the same recipients or new recipients) you can do so without having to retype the message. You can also change the contents of the original message and attempt to retract the original (replacing it with the new message).


RetractingIf you send a message to the wrong person, send an incomplete message, or send an inaccurate message, you can Retract (take back) the message from any GroupWise user on our post office who has NOT already opened the message.

To retract a message: Select the message from your Sent Items Click the Retract icon

Clean-UpYou should periodically clean out your Sent Items. This is especially important if you e-mail a lot of files to people and you have copies of the files outside of GroupWise.

To delete a sent item: Select the item from your Sent Items view Tap the Delete key Choose to delete from This Mailbox only

Address Book The Address Books in GroupWise contain entries for people (contacts), resources (such as conference rooms) and groups (distribution lists).

Types of BooksYour GroupWise Account can access three types of address books: the Novell GroupWise Address Book, your personal address books, and shared address books.

The Novell GroupWise Address Book is the public book that displays all public entries in our GroupWise system. This is, in general, a read-only address book.

Your GroupWise account also comes with two personal address books: Frequents Contacts (which is auto-populated when you send items) and a named address book. You have complete control over your personal books.

In addition, other users can share their personal address books with you. This is covered in the GroupWise Calendar and Collaboration course.


Frequent Contacts PropertiesBy default, whenever you send an item to someone from GroupWise, the recipients will be added to the Frequent Contacts address book.

You can change how entries are added to Frequent Contacts by adjusting its properties.

To set the properties of Frequent Contacts:

Open the Address Book Right-Click the Frequent Contacts book Choose Properties Select the Options tab Select the desired options and click OK

Copying EntriesYou can copy entries from one address book to another. This is useful if you want to add additional information to an address book item, but you can’t modify the original entry (an item in the Novell GroupWise Address Book, for instance).

To copy an entry from one book to another: Locate and select the entry Choose Edit, Copy To Select the desired book and click OK


Adding EntriesYou can manually add entries to a personal address book. When you add a new entry, you can add a Contact, Group, Resource or Organization. This course focuses on adding Contacts only.

To add a new contact: Within the Address Book, click the New button, select Contact and click OK Within the Contacts folder, click the Add contact button Enter the appropriate information in the New Contact window Click OK when finished

Note: If you add an Organization on the Office tab, GroupWise will automatically create an Organization entry (which is very limited in its uses). You may wish to use the Department field as the Organization field instead.


Modifying EntriesYou can modify an entry in an address book to add additional information or make corrections.

To modify an address book entry: Locate the item in the address book Double-click the item Select the tab that contains the information to add/modify Make the changes Click OK

Deleting EntriesIf you wish to remove an entry from an address book or need to remove an invalid or duplicate entry, you can do so quite easily.

To delete an address book item: Locate the item in the address book Select (click on) the item Tap the Delete key

Contacts PropertiesYour Contacts folder in GroupWise is a shortcut to one of your personal address books. The default setting is that it connects to your Frequent Contacts. You can change it to display entries from a different personal book.

To change which book the Contact folder opens:

Right-click the Contacts folder Choose Properties Select the desired Address Book Click OK


Copying from Messages


Trash Whenever you delete items within GroupWise (except for Address Book items), they will go into the Trash folder.

No matter where an item is within your GroupWise account, it counts toward your total mailbox size. When you delete an item, it remains in your trash (and takes up space) until you remove it from the trash or 30 days (whichever comes first).

UndeletingIf you delete an item by mistake, you can recover that item as long as it is still in your Trash.

To undelete an item: Select the Trash folder Locate and select the desired item Click the Undelete button The item will be restored to its previous location


Emptying TrashYou should delete your trash on a regular basis. Not only will this free up space in your account, but also it will make it easier for you to locate items that you delete by mistake.

To empty the trash: Select the Trash folder Click the Empty Trash button in the toolbar

Note: You can also empty individual items in the trash by selecting those items and tapping the Delete key.

Once an item is emptied from the Trash, it is UNRECOVERABLE!

Using Mailbox Size Window If you exceed your mailbox capacity, you will no longer be able to send from or add items in your account. You will still receive items sent to you.

If you try to create something new and your mailbox is full, the Mailbox Storage Size Information window will open, letting you know that you have exceeded your capacity. You can also manually open the Mailbox Storage Size Window by choosing Tools, Check Mailbox Size.

You can also use the Mailbox Storage Size Information window to help clean out your account. The Storage Size window initially sorts the items so that the largest items are at the top of the list. When you delete items from this window, they are NOT put in the trash—they are ERASED.

To view your mailbox storage size information: Choose Tools, Check Mailbox Size

While viewing your storage size, you can select items and erase them (they are gone forever). The Mailbox Size window displays the largest items first so that you can free up the most space.


The Mailbox Size window groups items in the following categories:

Trash Items in your trash that are still taking up space in your mailbox.

Sent Items Items you have sent. Unless you truly need proof that you sent an item or it is a calendar item, you should be able to safely Erase these items.

Received Items Items you have received. You’ll need to decide whether or not you still need to keep the items.

Posted/Draft Items Message you saved without sending AND items you added directly to your own calendar. Be cautious! You don’t want to delete your upcoming appointments.

Typically, you can free up enough space by deleting the items in your Trash and Sent Items.

Pastoral Center Conference Rooms Conference Rooms at the Pastoral Center are reserved through GroupWise. You can book a room immediately by sending an appointment request to that room. If the room is available, it will be reserved for you. You can reserve a room a year in advance or 5-minutes prior to using the room (if it’s available).

NOTE: GroupWise is ONLY used to reserve the room.

If you will need an Internet and/or network connection in the room, you will need to contact the IT Assistance Line at (312) 751-5227 to submit a request at least 3 days in advance.

You will need to send an e-mail request to Building Operations at least 3 days in advance if you need any of the following items:

VCR, Overhead Projector, Data/Video Projector, Projection Screen, Television, PA System, Wireless Microphone and Special Room Setup

Do not assume that the additional requests will be available until you receive a positive confirmation.


Creating the Multi-User CalendarYour first step in being able to book conference rooms at the Pastoral Center is to configure a calendar view that displays the conference room calendars. This is something you only need to do once.

You will configure a view of the calendar that shows the schedules for ALL conference rooms and your own personal calendar in one screen by creating a new Multi-User Calendar view.

To create the conference room calendar view: Select your Calendar folder Choose Edit, Add Calendar Tab Enter Conference Rooms as the name Choose Multi-User as the view Click OK Type the name of each conference room (one at a time) and click Add User to add them to the listo Adding the conference rooms backwards (6th floor to 1st

floor) often puts the rooms in the “correct” ordero Conference Rooms are named as follows: 155 CR 6 [12] 155 CR 5 [11] 155 CR 3 [12] 155 CR 2 [6] 155 CR 1B/C [20] 155 CR 1A [28]o You will need to type the names of the conference rooms. Selecting them from the Address Book will cause the full name to display and you won’t be able to distinguish one room from the next in your multi-user view.o Continue until ALL of the conference rooms are listedo Add a checkmark to your own account (if necessary)o Click an item in the user list and use the up/down arrows to change the position, if necessaryo Click OK

Tip: Adding the rooms in reverse order (6th floor to 1st floor) will often result in the rooms being listed in the correct order.


Booking a RoomOnce your multi-user view is configured, it’s very easy to reserve a conference room at the Pastoral Center.

To reserve a conference room: Open your Conference Rooms calendar view Navigate to the day you need to book a room ono Use the single arrows to move one day at a timeo Choose View, Go To Date to jump to a specific dateo Find an available room for the desired timeo Drag over the time IN THAT ROOM until the entire desired time is highlighted (making sure you don’t overlap any existing bookings)o Click the New Appt buttono Add your name to the To field of recipients (so that it will also appear in your own calendar to make it easier to cancel the room, if needed)o Enter the subject for the meeting AND include your username and phone extension in the subjecto Click Send

As long as your booking doesn’t overlap any existing bookings, the room should automatically be reserved for you. It is possible (but highly unlikely) that you and another user will try to book the same room during the same time. If that happens, the person who clicks Send first will get the room.

Canceling a RoomIn the event that you discover you no longer need a conference room, or if you book a room by mistake, you should be able to cancel the reservation on your own.

To cancel a conference room: Locate the copy of the booking in YOUR personal GroupWise Calendar Right-click your copy and choose Delete When prompted to Delete this item from all other recipient’s mailboxes, keep that checked and click OK

If you are NOT prompted to delete the item from the other mailboxes, then you have already deleted your Sent copy of the appointment. Contact the IT Assistance Line at (312) 751-5227 to have the room canceled.


GroupWise Options To open the GroupWise Options window: Choose Tools, Options Double-click the desired option group

To set options: After double-clicking the desired option group, select the

desired tab Choose the desired option Select and set options from additional tabs as needed Click OK to set the options Close the Options window


Commonly Used GroupWise OptionsEnvironment/General

Read next after accept, decline or delete

UNCHECKED When checked, deleting an open message or accepting/declining a calendar item will automatically open the next item in that folder.

Open new view after send UNCHECKED When checked, opens a new, blank mail message after you send the current message.

Prompt on empty filter/Prompt on empty find

CHECKED Notifies you that the filter/find settings returned no items letting you know that the filter/find ran successfully but simply didn’t find anything.

Check spelling as you type CHECKED Uses the quick speller to underline misspelled words as you type them.

Check spelling before you send. CHECKED OR UNCHECKED Will automatically begin a spell-check for anything you send or post to your calendar.

Launch Notify at startup CHECKED Launches the Notify application when GroupWise launches. Notify is the application that alerts you to new items in your mailbox and gives reminders for appointments.


Environment/Views

Default Read View & Font Selects the default view format for received items, font face and font size. This setting is used to increase/decrease text size if you have problems reading your mail.


Environment/Default Actions

Sent Items Either Indicates which tab is displayed first when you open a sent item.

Web Browser Either Use existing window will use an existing Internet Explorer window (if any) to display the page. Open new window will open a new session of Internet Explorer. Change to Open new window if links within mail messages no longer work.

File Attachments Open attachment Indicates whether double-clicking an attached file will open it in its native application (recommended) or open using the GroupWise viewer.

Start in Mailbox folder The GroupWise Advanced Features class covers customizing your GroupWise Home view. Until you attend this class, you should have GroupWise open your Mailbox folder.

Message attachments Either Indicates whether an embedded mail message uses the same display window as the parent message or spawns a new window.

Show or hide QuickViewer on Prompt This will ask you for each folder that you turn on/off QuickViewer for. While this can be a bit tedious, it prevents you from having to set the Properties of each folder.

Allow offline Send/Receive NA Doesn’t apply in the Pastoral Center

HTML external images Always show warning Hides images embedded in HTML formatted messages. To view the images, you click on the indicator at the top of the message. This will help you avoid viewing inappropriate images that get past our SPAM filters.


Environment/Signature

A signature is text you can add to the end of items you send. Simply enter the text of your signature in the text area.

You can either Automatically Add your signature to the end of every item you send (even when it won’t be necessary) or have GroupWise Always Ask whether or not to include your signature.


Environment/Appearance

There are only a few settings that you might want to adjust from this screen. You can change the Scheme from GroupWise 7 Default to GroupWise 6.5 (changing to Simplified is NOT recommended).

When working on a Default view, you can use a different GroupWise Color Scheme.

You can also change the position of the QuickViewer preview.

Changing from Full Folder List to Simple Folder List is NOT recommended. Long Folder List appears to have no effect.

Accessing GroupWise Remotely You can log into your GroupWise account from outside the Pastoral Center network using GroupWise WebAccess. To connect to GWWA, visit http://portal.archchicago.org and click the Login to GroupWise icon. Instructional materials and other tips are also available on the GroupWise Portal.


http://portal.archchicago.org/

Any feedback concerning this guide, procedures,

or the GroupWise Product

is to be directed to the IT Assistance Line at (312) 751-5227.

© 2008 by Chicago Archdiocese Office of Information Technology. All Rights Reserved.