groupwise basic training manual

7/28/2019 GroupWise Basic Training Manual

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GroupWise 6Basic Training


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Introduction to GroupWise 6.0............................................................................................1

Overview..........................................................................................................................1

Summary..........................................................................................................................1

Whats Next?...................................................................................................................1

Other Information...........................................................................................................1

.....................................................................................................................................1

Pandora Rose Cowart...................................................................................................1

Starting GroupWise.............................................................................................................2

Introduction to GroupWise Email.......................................................................................2

Read Email......................................................................................................................2

Open the Mail..............................................................................................................2

Reply to Sender............................................................................................................3

Delete the Message......................................................................................................3

Forward the Message...................................................................................................4

Forward ........................................................................................................................... .4

Forward as Attachment......................................................................................................4

Attachments.................................................................................................................5

View Attachments................................................................................................... ..........5

Open the Attachment.........................................................................................................5

Save the Attachment..........................................................................................................5

Creating a New Folder....................................................................................................6

Send New Mail................................................................................................................7

Addressing the Message..............................................................................................7

Type the full Email Address.............................................................................................. 7

Auto Complete...................................................................................................................7

Address Book....................................................................................................................8

Customizing Auto Complete..............................................................................................8

Finish your message.....................................................................................................9

Attaching a file.............................................................................................................9

Sent Mail.........................................................................................................................9

Deleting Sent Mail.......................................................................................................9

Signature.......................................................................................................................10

Adding a Signature to an Email Message..................................................................10


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Checking your signature............................................................................................10

Email Rules...................................................................................................................11

Moving Mail to a Folder............................................................................................11

Vacation Rule............................................................................................................13

Introduction to GroupWise Calendar.................................................................................15

Calendar Views ............................................................................................................15

By Day.......................................................................................................................15

By Week....................................................................................................................17

By Month...................................................................................................................18

By Year......................................................................................................................18

By Multi-User............................................................................................................19

Creating and Modifying Appointments.........................................................................20Posted Appointments.................................................................................................20

Start Time/End Time: .................................................................................................. ...21

Duration:..........................................................................................................................21

Start Date:........................................................................................................................22

Auto-Date:...................................................................................................................... .22

Alarms:............................................................................................................................24

Privacy:............................................................................................................................24

Status/Show Appointment As:.....................................................................................25Modifying Posted Appointments:....................................................................................25

Appointments/Meetings.............................................................................................26

Busy Search..................................................................................................................... 27

Receiving Appointments................................................................................................28

Accepting Appointments...........................................................................................28

Declining Appointments............................................................................................29

Delegating Appointments..........................................................................................29

Proxy Rights..................................................................................................................30

Accessing Anothers Account...................................................................................30

Calendar Rules..............................................................................................................31


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Introduction to GroupWise 6.0GroupWise is an integrated email and calendaring program that you can use to organize your

messages and time.

Section One

Email

Starting

Reading Mail

Sending

Creating New Folders

Section Two

Calendar

Views

Appointments

Create and Modify

Accept and Decline

Section Three

Advanced Features

Proxy

Multiple Calendars

Rules

Email & Calendars

OverviewThis workshop will provide you with the features necessary to begin using GroupWise

SummaryGroupWise will allow you to keep track of your email messages and calendar items in onelocation.

Whats Next?Look for specialized GroupWise training dealing with PDAs, remote use and web-based

email.

Other Informationhttp://netg.ufl.edu/ is a computer based training website available to UF employees with a

GatorLink account. It offers in-depth training for GroupWise.

Novell has an online tutorial available at: http://www.novell.com/documentation/lg/gw6/

1

Randy Graff Pandora Rose CowartTraining Coordinator Senior Computer Support Specialist

[email protected] [email protected]

I n f o r m a t i o n T e c h n o l o g y C e n t e r

http://itctraining.health.ufl.edu/gw

Health Science Center Tel: (352) 392-3900

PO Box 100152 Fax: (352) 392-0101

Gainesville, FL 32610-0152 http://itctraining.health.ufl.edu
http://netg.ufl.edu/http://www.novell.com/documentation/lg/gw6/http://netg.ufl.edu/http://www.novell.com/documentation/lg/gw6/


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Starting GroupWiseTo start GroupWise, double-click on the shortcut onyour desktop, or open it from yourStart menu.

If you are required to put in a password, you will see

the login box. Be sure your username is correct andtype your password. ClickOKto proceed.

You will see the Tip of the Day and can view

more tips by clicking the Next Tip button or

you can clickClose to get to the main window.

You can prevent this screen from coming up

again by deselecting the Show tips at startupbox.

Introduction to GroupWise Email

Read EmailThe GroupWise main window is very

similar to The Windows Explorer. TheGroupWise structure appears on the left

and the contents of the selected item

(mailbox, calendar, etc.) appears on theright.

Open the Mail

Double clicking on a mail message willopen in it a new window.

After you open your message you can:

Reply to the sender

Reply to all

Delete the message

Forward the message

File the message or

Close the message

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Reply to Sender

You can reply to the person who sent the message or

reply to all (the sender and the recipients of the original email, including the CCrecipients). You can include the message received in your reply, by choosing

that option.

No matter which option you choose, when youreply a new window to compose your message

will open. The To: and Subject fields will be

filled in.

Type above the included message (if you chose that option) and then click the Sendbutton on the right-hand side of the window.

After your reply is sent, the original will still be open.

Delete the Message

While the message is open, you can delete it by clicking on the Delete button onthe right hand side of the window.

GroupWises delete and trash feature is very similar to the Windows delete and Recycle

Bin feature. Your deleted messages will remain in the trash until either you or the system

administrator empties the trash or until the GroupWise system auto-deletes the trash (thiswill usually occur after seven days).

You can undelete a message by right clicking on the message in the trash and choosing

UNDELETE. This will place the message where it was before it was deleted (folder,

mailbox, etc).

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Forward the Message

If you need to send an existing message to someoneelse, click on the Forward down arrow button and

choose eitherForward orForward As Attachment.

ForwardYou can include the forwarded message as part of your own message by clicking on the

down triangle just under the Forward button and choosing Forward.

The forwarded information will

be on the same screen whereyou will type your message.

This message window appears

very similarly to the replywindow, the Subject: and

Message: fields are already

filled in. However, here the To:field is blank.

Type in the body of your message and click the Send button on the right-hand side of the

screen.

To address the message you can type the email address use the Auto-Complete feature orthe GroupWise address book. For more on these features see theSend New Mailsection

starting on page 7.

Forward as AttachmentThis option allows you to send theoriginal message as an attachment to the

forwarded messageit keeps the original

message intact.You will have a blank Message to type

and the forwarded message will be

included at the bottom as an attached file.

The Subject field will already be filled in

with Fwd: and the original message

subject.

Type your message in the body of your email and click the Send button on the right hand

side of your screen.

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Attachments

Be aware that attachments often contain viruses that can damage files on your computer

and the network. To avoid thisproblem use caution: know who

sent the message, never open an

executable file, beware of doubleextensions (.jpg.exe) and use theGroupWise viewer. When in

doubt, email the person who sent

the message and verify theyintended to send the attachment.

When you receive a message withan attachment, you have a choice

to VIEW the attachment or to use

native software on you computer

to open the file.

View AttachmentsTo open an attachment, double click on it.Your client will probably be configured to

VIEW in GroupWises viewer. However, if

you are prompted to choose between openingthe file and viewing the file, choose view the

file. As some attachments may contain or be

viruses, this is a relatively safe way to viewattachments.

When you double click on the attachment to

open in the viewer, a new window will open.

Open the AttachmentIf you would like to open the attachment in its native software,you can right mouse click the item and choose Open.

Save the AttachmentYou can also save the attachment by right mouse clicking and

choosing Save As.

When you save the attachment, you will see the familiar Windows Save As window. Be

sure you know where you are saving the file so that you can find it later.

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Creating a New FolderIf you would like to save an email message

somewhere other than your mailbox, a good place tostore mail is in a folder in your Cabinet. To create a

folder right mouse click the cabinet (left window)

and choose New Folder.

The Personalfolder option will be selected and is an appropriateoption for storing messages.

The next step allows you to name your folder andgive it a description.

The folder will appear directly under where you left

mouse clicked; in this example, under the Cabinet.

You have the option to move the folder to the left,which would promote it to a level equal to the

Cabinet. This would be like taking a file folder outof a file cabinet and placing it next to the file cabinet.

The settings screenappears next. The

settings offered are

typically useful andyou can clickFinish.

Your new folder will then appear under your Cabinet with the

name you typed.

If you would like to move an email message into a folder, click

and hold the message (with your mouse) in the right windowand drag it to the folder.

To see the message you just dropped, click on the folder youdropped it into in the left window. Your message should appear

in the right window where you can double click it to open it.

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Send New MailTo create a new email message, click the mail icon in the

button bar at the top of the main window or press Ctrl-Mon the keyboard.

Addressing the Message

A new Mail To: window will open. You have a few options to address the email:

The full email address

Auto Complete

Address Book

Type the full Email AddressIf the person to whom you are writing, is not a

GroupWise user or is not in your address book, you

will have to type in their full email address.

Auto CompleteIf the recipient is a GroupWise user or is

in your address book, when you begin

typing their name their address will fill in,then press the Tab key to move to the next

field, or press the Enter key to addanother recipient.

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Address BookTo access the address book from the main window, click

on the address book icon.

Find the name that you are

looking for and double click on it.

You will see the name appear in

the right window with To: beforethe name and the name will gray

out in the Address Book.

Continue to double click othernames you want on the To: list.

To CC (carbon copy) or BC (blind

copy) anyone, find their name in

the list and click the CC or BCbutton as needed. Their names

will appear in the list with theappropriate prefix.

Customizing Auto CompleteIn the View menu you will find the Name Format option.

Here you can choose how your address books appear

(Fist Name, Last Name or Last Name, First Name),

and how your Auto Complete works. You can AutoComplete by first name or last name. You can

apply this option to any or all of your address books.

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Finish your message

Be sure to type a Subject: the

Message: and add a closing orsignature for your email.

Attaching a file

To include an attachment inyour message, click the Attachbutton on the bottom right of the

message window.

In the Attach File window

navigate to the location of the

file that you want to attach anddouble click the file.

Your attachment will then appear in the lower

window and your message is ready to send. If

you do not want to set any further options,press the Send button on the right hand side of

the window.

Sent MailThe first time you double click on something inyour SENT FOLDER, you will see the

following message.

If you want to open the item when youdouble click (the suggested option)

choose No, otherwise you will get the

properties each time you double click.

If you choose No to the previous question, you will see a copy of what you sent out. You

cannot change anything, only view it. If you choose Yes you will see the properties ofthat message.

Deleting Sent Mail

If you choose to delete a sent item, you will receive thisdialog box. If any of your recipients are GroupWise

Users and have not read your message yet, you can opt to

delete your message from their mailbox, your box andtheirs, or just your mailbox. If they are not in the

GroupWise system, the message will not be deleted.

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SignatureTo set a signature to be sent with each email message, choose Tools and then Options

from the main window.

From the Options window choose the Environment icon.

Click the last tab, Signature.

Click the Signature check box and type your closing, as you would like it to appear inyour email messages.

The option on the left, Prompt before

adding, gives you the option to declinewhich emails to add your signature to.

(Not Recommended) The Electronicbusiness card (vCard) option allows youto attach your business card (via third

party software or it can be generated from

the GroupWise address book), if you usethis feature your recipient can instantly

add your information to their GroupWise

address book.

Adding a Signature to an Email Message

Type your message normally, and when you Send yourmessage

If you chose Prompt before adding above, clickAdd to

add the signature or Dont Add to not add it to this

message. Cancel will return to the message unsent.

Checking your signature

Going to the Sent Items folder and opening the sent

message will show you what your signature lookslike.

Notice that email addresses and web pages will be

active linkswhen you click on them, a new mailwindow (or a web browser) will open.

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Email RulesYou can create rules to handle mail. Rules can range from being simple to very complex.

Here are a few examples to get you started.

Moving Mail to a Folder

From the Tools menu on themain window choose Rules.

ClickNew to add a new rule.

Start by giving the rule a

meaningful name.

Choose what type of item to apply this

rule to. Most often, this will be a NewItem.

Choose if the rule will apply when an

item is Received, Sent, Posted or Draft

and what type of item such as Mail orAppointment.

Click the Define Conditionsbutton.

Choose From from the

first drop down box.

In the text field (shown here

as Socrates) type in enoughinformation about your

bosss name to uniquely identify him or her.

Click the OKbutton to continue.

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Choose AddAction for the rule. In this example we are moving

email from the inbox to a new folder as it is received, so wellchoose Move to Folder.

You will get a window with the contents of the main GroupWisewindow, the left panel. Click on the to the left of the Cabinet to

open it.

Place a checkmark in the

box next to the folder you

want the email to moveinto.

This new rule will only affect new items.

To apply to rule to existing items:

Select the items you want to apply the rule to from your inbox (or select all)

Choose TOOLS, RULES

Highlight the rule you want to run

Choose Run

You will get a dialog box that says the rule has executed. You may not notice anything

until after you close the box.

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Vacation Rule

When you will be gone for an extended period of time, its a good idea to set up a

Vacation Rule. This example shows you how to set up a rule that will reply to allemails that you receive.

Be sure to give the rule ameaningful name.

Under the Conditions, choose To and then typeyour name. Then click the End button, choose

And.

In the second row, choose the Subject, Does Not Contain [*], and then type

Re: in the last blank. This helps to avoid being caught in an email loop.

As this is a Vacation rule, you

will want the Add Action toReply to the sender.

It is imperative that you reply ONLY to the

sender. Otherwise you would send your

vacation message to a group that sends you a message and you could get caught in a loop.

After clicking OKto the Reply to

Sender option, you can type inyour vacation message.

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You will want to add one more Action, to Stop Rule Processingthis will prevent any

other rules from applying themselves to these messages.

Remember to DEACTIVATE your Vacation Rule when you return to the office. You

deactivate it by clicking the checkmark next to the rule name. The next time you need it,

add the checkmark by clicking the box. You can also Delete the rule. Be sure if you re-use the message that you update the content.

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Introduction to GroupWise CalendarThe Calendar is the third option on left side of your GroupWise

screen. To open the calendar on the right side of the screen,simply click on the Calendar option.

The GroupWise calendars will always show the current date and

time with a black background and fluorescent green text. Whenviewing the current date in theDay view there is even a thin green

line along the current time.

To open a floating calendar window, separate from the GroupWise main screen, use the

Open Calendar button , the last button on the Toolbar. (Different floating calendars

views shown below.)

Aside from the free-floating windows, there are five stationary calendar views within the

main GroupWise window.

Calendar Views

By Day

The date being viewed isshown at the top left

corner, as well as

highlighted in the columnof monthly calendars.

The current time isdisplayed in the upper

right corner. The current

hour is also highlighted

in the column of time.

Reminder notes and Tasks

are both shown in this view.

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To move to another day click on the desired date from the small monthly calendars on the left side.

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By Week

The date being viewedis shown in the top right

corner, as well as

highlighted in the row ofweekdays.

The current hour is

highlighted in thecolumn of time.

Across the top of thiscalendar you can see the

buttons for Tasks,

Reminder Notes and

Appointments. Onlythe Appointments are

shown in this view. To

view the Notes or

Tasks, click on their

buttons.

The final button, Today, allows you to move to the current day.

The upper right hand corner of this calendar shows the direction arrows that allow you to

move between days.

1 2 3 4 5 6 7 8 91. Go back one day; this will physically move the current day back by one.

2. Allows you to pick a date; clicking on the month will give you a list of months,

clicking on the day will give you a list of days and clicking on the year will give

you a list a years.

3. Go forward one day; this will physically move the current day forward by one.

4. Add a day to this view; the current view shows five days, using this button will

increase the number of days shown.

5. Subtract a day to this view; this will subtract from the number of days shown inthis view.

6. Change the view by one week; this will change the view and physically move youback one week from the selected day.

7. Change the view by one day; the current view shows MTWHF, this button willshow SMTWH.

8. Change the view by one day; the current view shows MTWHF, this button will

show MTWHFS.

9. Change the view by one week; this will change the view and physically move you

back one week from the selected day.

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By Month

The buttons in the

Month view are very

similar to those listedalong the Week view.Here you can show

your Appointments,

Reminder Notes, Tasksand go to Today.

The directional datebuttons will allow you

to move to the previous

or next month.

The day currently being

viewed is highlighted in

bright yellow.

By Year

The yearly calendar

view allows you to see

an entire year.

The directional arrows

will move back orforward by year.

Click on a date to make

it current, and thenswitch to another view

to see more details or

double click that dateto open a date veiw

window.

Tasks and Notes are

not available in this view.

Dates that have an appointment, task or note assigned to it will appear bold in this view.

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By Multi-User

If you have access toanother users calendar,

you can see both

calendars in this dailyview.

If you have permission

to, you may even addmeetings in this view.

Notice the buttons arethe same as in the

weekly view. If you do

not have rights to view

the other persons notesor tasks then the

window will appear

blank.

There is one new button, . This button opens yourMulti-User List.

If you have rights to someones calendar then you

can add them here by typing in their name (or

choosing them from the address book) and addingthem to this list.

The calendars that this person can view isPandora Cowart, IT Center Training Room and

Randy Graff.

The check marks indicate which calendars are

currently being viewed. It is possible to see one

or all of the calendars.

If you are not allowed to see someones calendar

GroupWise will warn you.

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Creating and Modifying AppointmentsThere are two basic kinds of activities to place on a calendar, ones where you are the only

person involved (Posted Appointments), and ones where other GroupWise users areincluded (Meetings.

Posted AppointmentsIn GroupWise postedmeans personal. When you create a posted appointment, you arecreating an appointment for just yourself. Examples of this would be doctors

appointments, lunches with friends, meetings with clients and conferences. This type of

appointment is not necessarily a private appointment (such as doctors appointments) butrather an activity that does not include anyone else on your GroupWise system.

The fastest way to place a posted appointment on your calendar (in Day orWeekview) isto find the appropriate day, click on the time slot the activity will begin, and type the title

of the activity. When you press enter, GroupWise will create a one hour posted

appointment, with an alarm. If you accidentally begin to create an appointment, you can

press escape to cancel.

Another way to create a new posted appointment

is by using the shortcut menu: right click on thecalendar, and choose New-> Posted Appointment. You can also use

the toolbar button Schedule New

Appointment-> Posted Appointment.

Either methods will

open a window likethis one.

The Subject: field

will appear in the

appointment box onthe calendar. The

Place: will appear, in

parenthesis, after the

Subject:.

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There are several options for the date and time of an appointment. Your screen will look

different depending on how your options aresetunderTools-> Options -> Date & Time.

The appointments are automatically set to one hour, because this option is set to 1 hour 0

minutes.

The appointment window will show a

start time and a duration, you can change

this setting to End date and timeinstead.

End date and time:

Duration:

Start Time/End Time:GroupWise places the time selected on the calender on when you opened this window in

the start time, but you can type in any time for the start time. If the number you type is

between 6:00 and 11:59, GroupWise will assume you are talking about AM, if thenumber is between 12:00 and 5:59, GroupWise will assume PM. The program will round

the number to the nearest 5-minute increment. If you click inside the time box and usethe plus (+) or minus (-) keys on the keyboard, the time will jump forward or backward in

half-hour increments.

Duration:You can type in any duration you want. If you put a number, GroupWise will assume 1-9are hours, and all other numbers are minutes. You can specify more exactly by using

letters to let GroupWise know what you are talking about. Use M for minutes, H for

hours and D for days. The plus and minus will also move time in half-hour incrementsfor the duration of this appointment.

Notice the little clocks to the right of the start time and Duration.Both of the buttons will open the window shown on the left.

The start time is designated by a green arrow on the left of this screen.

The end time by the red arrow on the right side.

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You can click and drag either of these arrows to change the start and end time.

Start Date:GroupWise places the date selected in the calendar when you opened this window in the

Start date, but you can type in any date. The program only recognizes the slash (/) as the

dividing character between month, day and year. The plus and minus sign on the

keyboard will move forward or back one day at a time.

Start date also has a little button next to it. If you click the

little calendar , you will see this window. From here youcan graphically pick out a date. There is a Today button, to

move to the current date. The arrows along the bottom will

help you move to different dates. The double arrows shift theyear and the single arrows shift the month. When you see the

date you want, simply click on it and press the OKbutton.

Auto-Date:

The Set Date window has an button, you can also access this option through theActions menu. Auto-Date is used to specify information for reoccurring appointments.

For example if you pick up the office mail every day at 4:00pm, you would not want to

create that appointment for every single day.

The first screen, Dates,shows the full year. As

you click on the dates,

they will stayhighlighted.

If you click on a date

you do not want, clickon it again and it will

unhighlight.

This screen works well

when there are just a

few dates, or your datesare not evenly spaced.

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The example tab allows you to tell GroupWise when and how often to repeat your

appointment.

You can set the Start and End dates to create a range of time for this appointment. Bydefault, the Start will show todays date, and the End will show one year minus one day

from todays date. You can type in your desired begin and stop dates or use the little

calendars to choose the day.

As with the Dates screen, you can pick the Months and Days of the Week. Doubleclicking on a month or on a date ordinal (1st, 2nd) will act as a select all.

The Days of the Week option is great if you have a reoccurring

appointment such as the first Monday of every month. But what if

you want to make an appointment that happens every two weeks,like a payday, or an appointment that always happens on the 15 th of

a month, no matter what day of the week it is? GroupWise allows you to change the

Days of the Weekoption to Days of theMonth orPeriodical.

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Alarms:By default when you create an appointment in GroupWise, it sets an alarm for five

minutes. Notice the little alarm clock on this appointment. To setor clear an alarm from your appointment, you can right click on

the appointment and choose the alarm option, or when you create the activity, choose

Alarm from the Actions menu on the PostedAppointment window.

Either method will open the

Alarm window. This iswhere you set how far in

advance you wish to be

notified. The maximumamount you can set is 99

hours and 59 minutes (4 days,

8 hours and 29 minutes).

You can launch a program when the alarm goes off, this is useful to perhaps remind youto print out a report before you go to that particular meeting. If you dont know the path

of the application, use the folder button to browse for your file.

If you want to turn off the alarm, click the Clearbutton.

You can change the default alarm time. From the main

GroupWise window, choose Tools->Options->Date Time

Options. The Alarm Options are on the right side of thescreen. From here you can turn off the Automatic Alarm and

change the Default alarm time.

Privacy:You can set an appointment to be private, such that others who have a right to look at

your calendar cannot see that appointment, unless you give that specific right. Notice thelittle lock on this appointment.

To make an activity private when you create or modify the appointment, like when youare in the Posted Appointment window, choose Mark Private from the Actions menu.

ToMarkPrivate from the calendar, click on the appointment and press the F8 key on thekeyboard, you will see a little padlock appear in the corner.

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Status/Show Appointment As:Did you notice the different levels of

shading on the four appointmentsshown on the Week view? The

colors are a graphical representation

of your status during thatappointment.

You can access this feature in the

Posted Appointment window, from

the Actions menu choose the ShowAppointment As option.

From the calendar you can choose

the same option from the right click

menu. Either way, your choices are:

Modifying Posted Appointments:To modify an appointment, you can right click on the appointment and choose Open, or

you can simply double click on the appointment. This will open the appointment screenyou saw when you created the appointment. You can modify any part of the appointmentexcept the Auto-Date.

You can move a date through the appointment window, or you can click and drag theappointment where you want it to go. (If you hold down the control key while you are

moving it, you can create a copy of that appointment).

To delete an appointment, right click and choose delete, or click once on the appointment

and press delete on the keyboard.

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Appointments/Meetings

An Appointments (Meetings) creation is very similar to a Posted Appointment.

You can create a new posted appointment by

using the shortcut menu: right click on thecalendar, and choose New->Appointment,or you can use the toolbar button ScheduleNew Appointment -> Meeting *.

Appointment and Meeting.* are the same.

This is a combination of an email message and a posted appointment window. It willperform the function of both. This will set an appointment and email the appointment to

everyone you invited.

To invite others to this appointment, treat it like an email message, click inside the To:box and type their names, or click on the Address book.

Everything discussed in the posted appointments applies to these Appointment/Meetings.

You can set it to repeat using Auto-Date, you can set this as a Private meeting, you can

even set the user status (Show Appointment As). The only difference is you can invite

others to this activity.

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Busy SearchOne of the most powerful features in GroupWise is its Busy Search. As longas everyone is truly keeping his or her calendars up-to-date, this can show when

everyone is available. The Busy? button on the far bottom-right of the create

appointment screen will open this window:

The Individual Sechedules screen shows everyones calendar separately. You can

switch to the Available Times tab to see everyones schedule overlapping. On thatscreen you can temporarily exclude people from the list by clicking the check next to

their name.

There is a key along the bottom of both screens

to show if the person has an appointment that

is Out of the Office, Busy, or Tentative.

Appointments marked Free will not appear

here at all. You will not be able to see whatthe actual appointment is, only that that person

is occupied during that time slot.

The AutoSelect button will go through

everyones calendar and find a time where allthe invitees are free.

To remove someone from the list, click on his

or her name and press delete.

To add someone, or change the AutoSelectfeatures, click on the Invite To Meetingbutton, at the top right corner of the window.

From this Invite to Meeting window, you

can add more people to your appointment.Those who are CCed and BCCed will

show up as separate folders on the

Available Times tab shown above.

From this screen you can also change the Start date: and the Number of days tosearch:.

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Receiving AppointmentsWhen you receive an appointment from someone else, it will arrive in your Mailbox, just

like an email. You will be able to tell its an appointment by the icon, instead of an

envelope you will see a little calendar . At the same time it arrives in your Mailbox,

GroupWise will put a placeholder on your calendar, it will look just like a regular

appointment but the text will be italicized.

When you open the appointment you will see a screen similar to this one:

This looks like thesetup screen, except for

a few minor changes.

The time and datebuttons are grayed out

and the buttons along

the right side of thewindow are different.

The toolbar shows three

new buttons .

These buttons are

Accept, Decline and

Delegate.

Accepting AppointmentsWhen you click on the Accept button,

GroupWise will open this window:

If you click the drop down arrow

below the Accept button, you can skip this stepby choosing to Accept as whichever option

you choose.

If you decide to accept an appointment but you have a conflict, GroupWise will warn youbefore it places the appointment on your calendar.

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Declining Appointments

When you click on the Decline button,

GroupWise will open this window:

If you click the drop down arrow

below the Decline button, you can skip this stepby choosing to Decline. When you push thebutton you are actually choosing a Declinewith Options.

Delegating Appointments

The delegate option opens a create Appointment/Meeting window, including all the

information from the original meeting. The only difference is the subject now says

-Delegated

Fill in the To: box with the people you are delegating this appointment to.

You can adjust the dates and times on this screen, though it is not recommended.

No matter which choice you choose, Accept, Decline or Delegate, GroupWise will

remove this appointment from your inbox.

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Proxy RightsTo allow others to view your emails, calendars and such you need to grant them

Proxy Rights. From the main window of GroupWise, choose Tools ->

Options -> Security.

Choose the third tab Proxy Access.Type in the person you want to grant

access to, or use the address book to

find their GroupWise Name.

Once you find the person, click on the

Add User button and their name will

appear on the Access list. (Noticethere is an All User Access that

allows you to give rights to every

user, this is useful for Facilities, likeconference rooms).

Choose the person on the list and clickthe rights you wish this person to

have. Read means they can only look.

Write means they can add and remove

items from your account.

Accessing Anothers Account

If you have Proxy rights to someone elses account you can switch into their account. On

the main GroupWise window, there is a little person button in the bottom-left handcorner.

If the persons name in not in this list, choose the last option . It will

open this window:

From here type in the name or choose

from the address book and click OK.

If you dont have rights, GroupWise

will tell give you an error messagestating such. If you do have rights that

person will be added to the list and youwill be in that persons account. Clickon the little person and choose your

name to go back to your account.

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Calendar RulesJust like with email you can

create rules to affect yourappointments.

From the Tools menu, chooseRules. Double click on a rule

to edit it, or click the Newbutton to create a new rule.

Remember to

click the

Appointment

check box to

affect your

calendar

appointments.

The most important part of creating a rule that will affect your calendar is this option:

A conflict will occur when you have two appointments scheduled at the same time. This

rule feature gives you the ability to reject items automatically that have conflicts, oraccept items automatically when you have nothing scheduled. Think your logic through

thoroughly before you set up the rule.

When you add an action with the Add Actionbutton, your options for accept and reject

are the same as they are anywhere. For example, you can set up a rule that accepts

everything from your boss as a tentative appointment.

groupwise basic training manual

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