GroupWise 6.5
Basic Training
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Introduction to GroupWise 6.5 .......................................................................................... 1
Overview ........................................................................................................................ 1
Summary........................................................................................................................ 1
What’s Next? ................................................................................................................. 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
Address Book in an Email ....................................................................................... 8
Finish your message .................................................................................................... 9
Attaching a file ............................................................................................................ 9
Sent Mail ........................................................................................................................ 9
Deleting Sent Mail .................................................................................................... 10
Signature ...................................................................................................................... 10
Adding a Signature to an Email Message ................................................................. 10
Checking your Signature ........................................................................................... 11
Email Rules .................................................................................................................. 12
Moving Mail to a Folder ........................................................................................... 12
Vacation Rule............................................................................................................ 14
Introduction to GroupWise Calendar ............................................................................. 16
Calendar Views ........................................................................................................... 17
By Day ...................................................................................................................... 17
By Week .................................................................................................................... 17
By Month .................................................................................................................. 18
By Year ..................................................................................................................... 18
By Multi-User ........................................................................................................... 19
Creating and Modifying Appointments .................................................................... 20
Posted Appointments ................................................................................................ 20
Start Time/End Time: ............................................................................................ 21
Duration:............................................................................................................... 21
Graphical Time Input: .......................................................................................... 22
Start Date:............................................................................................................. 22
Recurring/Auto-Date: ........................................................................................... 22
Alarms:.................................................................................................................. 24
Privacy: ................................................................................................................. 24
Status/Show Appointment As…: ............................................................................ 25
Modifying Posted Appointments: .......................................................................... 25
Appointments/Meetings ............................................................................................ 26
Busy Search ........................................................................................................... 27
Receiving Appointments............................................................................................. 29
Accepting Appointments .......................................................................................... 30
Declining Appointments ........................................................................................... 30
Delegating Appointments ......................................................................................... 31
Proxy Rights ................................................................................................................ 32
Accessing Another’s Account.................................................................................. 32
Introduction to GroupWise 6.5
GroupWise is an integrated email and calendaring program that you can use to organize your
messages and time.
Section One
Section Two
Email
 Starting
 Reading Mail
 Sending
 Creating New Folders
Section Three
Calendar
 Views
 Appointments
 Create and Modify
 Accept and Decline
Advanced Features
 Proxy
 Multiple Calendars
 Rules
 Email & Calendars
Overview
This workshop will provide you with the features necessary to begin using GroupWise
Summary
GroupWise will allow you to keep track of your email messages and calendar items in one
location.
What’s Next?
Look for specialized GroupWise training dealing with PDA’s, remote use and web-based
email.
Randy Graff
Pandora Rose Cowart
Training Coordinator
[email protected]
Training Specialist
[email protected]
Information Technology Center
http:// training.health.ufl.edu/gw
Health Science Center
PO Box 100152
Gainesville, FL 32610-0152
Tel: (352) 273-5051
Fax: (352) 392-0101
http://training.health.ufl.edu
1
Starting GroupWise
To start GroupWise, double-click on the shortcut on
your desktop, or open it from your Start menu.
If you are required to put in a password, you will see
the login box. Be sure your username is correct and
type your password. Click OK to proceed.
Introduction to GroupWise Email
Read Email
The GroupWise main window is very
similar to The Windows Explorer. The
GroupWise structure appears on the left
and the contents of the selected item
(mailbox, calendar, etc.) appears on the
right.
Open the Mail
Double clicking on a mail message will open in it a new window.
After you open your message you can:

Reply to the sender

Reply to all

Delete the message
2



Forward the message
File the message or
Close the message
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 CC recipients). You can include the
message received in your reply, by choosing that option.
No matter which option you choose, when you
reply 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 Send
button at the top left-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 at the top of
the window.
GroupWise’s 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 (this
will 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).
3
Forward the Message
If you need to send an existing message to someone else, click
on the Forward down arrow button and choose either
Forward or Forward As Attachment.
Forward
You 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 where you will type your
message.
This message window appears very
similarly to the reply
window, 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 or
the GroupWise address book. For more on these features see the Send New Mail section
starting on page 7.
Forward as Attachment
This option allows you to send the
original message as an attachment to
the forwarded message—it 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 at the
top of your screen.
4
Attachments
Be aware that attachments often
contain viruses that can damage
your computer and the network.
To avoid this problem use
caution: make sure you know who
sent the message; never open an
executable file; beware of double
extensions (.jpg.exe); and use the
GroupWise viewer.
When in
doubt, email the person who sent
the message and verify they
intended to send the attachment.
When you receive a message with
an attachment, you have a choice
to VIEW the attachment or to use
“native”
software
on
you
computer to open the file.
View Attachments
To open an attachment, double click on it. Your
client will probably be configured to VIEW in
GroupWise’s viewer. However, if you are
prompted to choose between opening the file
and viewing the file, choose view the file.
As some attachments may contain or be
viruses, this is a relatively safe way to
view attachments. When you double click
on the attachment to open in the viewer, a
new window will open.
Open the Attachment
If you would like to open the attachment in its “native”
software, you can right mouse click the item and choose
Open.
Save the Attachment
You 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.
5
Creating a New Folder
If you would like to save an email message somewhere other
than your mailbox, a good place to store mail is in a folder in
your Cabinet. To create a folder right mouse click the cabinet
(left window) and choose New Folder.
The
Personal
folder
option will be selected and
is an appropriate option for
storing messages.
The next step allows you to name your folder and
give 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 out
of a file cabinet and placing it next to the file cabinet.
The settings screen appears next. The settings
offered are typically useful and you can click Finish.
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 window and drag it to the folder.
To see the message you just dropped, click on the folder you dropped it into in the left
window. Your message should appear in the right window where you can double click it
to open it.
6
Send New Mail
To create a new email message, click the mail icon in the button bar at the top of the main
window or press Ctrl-M on 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 Address
If 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 Complete
If 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 add another
recipient.
7
Address Book
To 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, this will give you more
information about this contact.
If you click on the Email address,
GroupWise will create a new email
message To: that person.
Address Book in an Email
To access the address book from an email, create a new mail message and 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: before the name
and the name will gray out
in the Address Book.
Continue to double click
other names 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 BC button as
needed. Their names will
appear in the list with the
appropriate prefix.
8
Finish your message
Be sure to type a Subject: the Message: and add a closing or signature for your email.
Attaching a file
To include an attachment
in your message, click
the attach button in the
middle of the toolbar at
the top of the message
window.
In the Attach File
window navigate to the
location of the file that
you want to attach and
double 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 at the
top of the window.
Sent Mail
The first time you double click on
something in your SENT FOLDER, you
will see the following message.
If you want to open the item when you
double 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 in
this window, only view it. If you choose
Yes you will see the properties of that
message.
You cannot reply to the message (since
you sent it), but you can forward and
delete the sent message.
9
Deleting Sent Mail
If you choose to delete a sent item, you will receive this dialog 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 and theirs, or just your mailbox. If they are not
in the GroupWise system, the message will not be deleted.
Signature
To set a signature to be sent with each email message, choose Tools and then Options
from the main window.
From the Options window double-click on Environment.
Click the last tab, Signature.
Click the Signature check box and type your closing, as you would like it to appear in
your email messages.
The option on the left, Prompt
before adding, gives you the
option to decline which emails
to add your signature to.
(Not Recommended)
The
Electronic business card
(vCard) option allows you to
attach your business card (via
third party software or it can
be generated from the
GroupWise address book), if
you use this 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 your message…
If you chose Prompt before adding above, click
Add to add the signature or Don’t Add to not
add it to this message. Cancel will return to the
message unsent.
10
Checking your Signature
Going to the Sent Items folder and
opening the sent message will show
you what your signature looks like.
Any email addresses and/or web
pages will be active links—when you
click on them, a new mail window (or
a web browser) will open.
11
Email Rules
You 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 the main
window choose Rules. Click New… 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 New Item.
Choose if the rule will apply
when an item is Received,
Sent, Posted or Draft and what
type of item such as Mail or
Appointment.
Click the Define Conditions…
button.
Choose “From” from the
first drop down box.
In the text field type in
enough information to
uniquely identify the
sender.
Click the OK button to continue.
12
Choose Add Action for the rule. In this example we are moving
email from the inbox to a new folder as it is received, so we’ll
choose Move to Folder….
You will get a window with the contents of the main GroupWise
window, 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 move into by
clicking in the white box in front of the folder.
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.
13
Vacation Rule
When you will be gone for an extended period of time, it’s a good idea to set up a
“Vacation Rule”. This example shows you how to set up a rule that will reply to all
emails that you receive.
Be sure to give the rule a
meaningful name.
Under the Conditions,
choose To and then type
your name. Then click
the End button, choose
And.
In the second row, choose the Subject, Does Not Contain [x], 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 to Reply… 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 OK to the
Reply to Sender option, you
can type in your vacation
message.
14
You will want to add one more Action, to Stop Rule Processing—this 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 reuse the message that you update the content.
15
Introduction to GroupWise Calendar
The 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. When
viewing the current date in the Day 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.)
16
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
is shown at the top left
corner, as well as
highlighted in the
column of monthly
calendars.
The current time is
denoted by the little
clock, shown here just
after four-thirty.
Notes and Tasks are both
shown in this view.
To move to another day
click on the desired date
from the small monthly
calendars on the left side.
By Week
The date being viewed
is shown in the top left
corner, as well as
highlighted in the row
of weekdays.
Across the top of this
calendar you can see
several navigation tools
to help you move to
different dates.
1
2 3 4 5 6
7 8
9
1. Go to Today
2. Go back one day
3. Go forward one day
4. Go back one week (seven days)
5. Go forward one week (seven days)
6. Go back one month (31 days)
7. Go forward one month (31 days)
8. Go back one year (365 days
9. Go forward one year (365 days)
17
By Month
The buttons in the
Month view are very
similar to those listed
along the Week view.
The day currently
being viewed has a box
around it, and today’s
date is lightly shaded.
This view like the Day
view allows you to see
all of your Tasks, Notes,
and Appointments. If
you would like to hide
or show any of these
three, you can turn
them using these buttons.
This works in the Week view as well.
By Year
The yearly calendar view
allows you to see multiple
months at a time.
The directional arrows are
similar as in the week and
month view.
Click on a date to make it
current, and then switch to
another view to see more
details or double click that
date to open a date veiw
window.
Tasks and Notes are not
available in this view.
The bold dates indicate an
appointment, task or note
assigned to to that day.
18
By Multi-User
If you have access to
another user’s calendar,
you can see both calendars
in this daily view.
If you have permission to,
you may even add meetings
in this view.
Notice the buttons are the
same as in the weekly
view. If you do not have
rights to view the other
person’s notes or tasks, you
will see the area where they
belong, but the window
will appear blank.
The drop down arrow next to the Multi-User view button,
Remove Users….
, allows you to Add or
This button opens your Multi-User List.
If you have rights to someone’s calendar then you
can add them here by typing in their name (or
choosing them from the address book) and adding
them to this list.
The calendars this person can view are Pandora
Cowart 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 do not have permission to view
someone’s calendar GroupWise will
warn you. You will need to ask that
person to give you Proxy Rights to
their calendar.
19
Creating and Modifying Appointments
There 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 are
included (Group Appointments or Meetings).
Posted Appointments
In GroupWise posted means personal. When you create a posted appointment, you are
creating an appointment for just yourself. Examples of this would be doctor’s
appointments, lunches with friends, meetings with clients and conferences. This type of
appointment is not necessarily a private appointment (such as doctor’s appointments) but
rather 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 or Week view) is
to 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 the calendar, and choose New-> Posted
Appointment. You can also use the toolbar
button Schedule New Appointment ->
Posted Appointment.
Either method will
open a window
like this one.
The Subject: field
will appear in the
appointment box
on the calendar.
The Place: will
appear, in parenthesis,
after the Subject:.
If the appointment
is for the future,
you will see a little
alarm clock appear
in the corner.
20
There are several options for the date and time of an
appointment. Your screen will look different depending on
how your options are set under Tools -> Options -> Date &
Time.
The appointments are automatically set to one hour,
because this option (Default appointment length:) is set to
1 hour 0 minutes.
The appointment window will show
a start time and duration. You can
change this setting to End date and
time instead. (examples below)
Appointment with Duration:
Appointment with End date and time:
Start Time/End Time:
GroupWise places the time selected on the calendar 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 the
number 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 use
the 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 1-9 are 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 increments for the duration of this appointment.
21
Graphical Time Input:
Notice the little clocks to the right of the start time and Duration.
These buttons will open the window shown on the left.
The start time is designated by the left arrow and the end time by the
right arrow. You can click and drag either of these arrows to change
the beginning and ending time of your appointment.
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 recognizes the slash (/) or the
period (.) as dividing characters between month, day and year. The plus and minus sign
on the keyboard will move forward or backward a day at a time.
Start date also has a little button next to it. If you click the little
calendar
, GroupWise will pop down a little calendar. From
here you can graphically pick out a date. There is a Today button,
to move to the current date. The arrows along the top will help you
move to different dates. The left arrows shift the month and the
right arrows shift the year. When you see the date you want,
simply click on it.
Recurring/Auto-Date:
The Set Date window has a Select Recurring… option. This tool is available under the
Actions menu -> Auto-Date. 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
stay
highlighted.
If you click on a date
you do not want, click
on it again and it will
un-highlight.
This screen works well
when there are just a
few dates, or your dates
are not evenly spaced.
22
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. By
default, the Start will show today’s date, and the End will show one year minus one day
from today’s date. You can type in your desired begin and stop dates or use the little
calendars to choose the day.
Here you can pick which Months and Days of the Week your appointment will occur.
Double clicking 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 15th of a month, no matter what day of the week it
is? GroupWise allows you to change the Days of the Week
option to Days of the Month or Periodical.
23
Alarms:
By default when you create a future appointment in GroupWise, it
sets an alarm for five minutes. Notice the little alarm clock on
this appointment. To set or 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 Posted Appointment
window.
Either method will open the
Alarm window.
This is
where you set how far in
advance you wish to be
notified.
The maximum
amount 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 can be useful, for example, to
remind you to print out a report before you go to that particular meeting. If you don’t
know the path of the file, use the folder
button to browse (search) for your file.
If you want to turn off the alarm, click the Clear button.
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 the
screen. 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 the
little lock in the upper left hand corner of this appointment.
To make an activity private when you create or modify the appointment, like when you
are in the Posted Appointment window, choose Mark Private from the Actions menu.
To Mark Private from the calendar, click on the appointment and press the F8 key on the
keyboard, you will see a little padlock appear in the corner.
The same methods can be used to make the appointment public again.
24
Status/Show Appointment As…:
Can you tell the different levels of shading on the four appointments shown here? The
colors are a graphical representation of the status that was assigned to that appointment.
You can access this feature in the Posted Appointment window, from the Actions menu
choose the Show Appointment 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 screen
you saw when you created the appointment. You can modify any part of the appointment
except the Auto-Date.
You can move a date through the appointment window, or you can click and drag the
appointment 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.
25
Appointments/Meetings
Creating an Appointment (Meeting) is very similar to creating a Posted Appointment.
You can create a new posted appointment by
using the shortcut menu: right click on the
calendar, and choose New->Appointment, or
you can use the toolbar button Schedule New
Appointment -> Meeting *.
Appointment and Meeting.* are the same.
This is a combination of an email message and a posted appointment window. It will
perform the function of both. This will set an appointment on your calendar and email
the appointment to everyone you invited to this meeting.
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 Search
One of the most powerful features in GroupWise is its “Busy Search”.
As long as everyone is truly keeping his or her calendars up-to-date, this
tool can show when everyone is available.
The Individual Sechedules screen shows everyone’s calendar separately. You can
switch to the Available Times tab to see everyone’s schedule overlapping. On that
screen you can temporarily exclude people from the list by clicking the check next to
their name.
There is a legend 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 what the actual
appointment is, only that that person is occupied during that time slot.
The AutoSelect button will go
through everyone’s calendar and
find a time where all the invitees
are free.
To remove someone from the list,
click on his or her name and press
delete. To add someone, or change
the AutoSelect features, click on
the Invite To Meeting… button, 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 Carbon Copied (CC) and Blind Copied (BCC) will show up as separate
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folders on the Available Times tab shown above. From this screen you can also change
the Start search date: and the Number of days to search:.
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Receiving Appointments
When you receive an appointment from someone else, it will arrive in your Mailbox, just
like an email. You will be able to tell it’s 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, and there will be a person icon in the upper
right corner.
The toolbar across the top of the window offers several options to handle this
appointment.
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Accepting Appointments
If you click on the Accept button, GroupWise will accept the
appointment as a busy appoinment with no questions asked,
however you can click on the drop down arrow, next to the
button and set a status shading by choosing, Busy, Free,
Tentative or Out of the Office.
If you decide to accept an appointment but you have a conflict (an appointment already
scheduled at that time), GroupWise will warn you before it places the appointment on
your calendar.
Declining Appointments
If you click on the Decline button, GroupWise will decline the
appointment, and erase it off your calendar.
If you click the drop down arrow next to the Decline button, you
can Decline with Options.
Declining with options just allows
you to add a comment to the
refused appointment, so the sender
can see why you will not be able
to attend the meeting.
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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 Rights
To 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.
(Notice there is an “All
User Access” that allows
you to give rights to every
user, this is useful for
Facilities, like conference
rooms).
Choose the person on the
list and click the 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 Another’s Account
If you have Proxy rights to someone’s account, you can
change your GroupWise screen to show their account. On
the main GroupWise window, there is a little person button
in the top-left hand corner just above your name.
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If the person you are looking for is not on the list, choose the Proxy… option. From here
you can type in the name (or choose one from the address book) and click OK.
If you do not have rights, GroupWise will tell give you an error message stating such.
You will have to ask that user to set up their security options, to give you Proxy Access
to their account.
If you have rights the person you choose
will be added to the list and you will be in
that person’s account.
To return to your own account, click on
the proxy icon and choose your name, it
will be at the top of the list.
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Calendar Rules
Just like with email you can
create rules to affect your
appointments.
From the Tools menu, choose
Rules. Double click on a rule
to edit it, or click the New
button 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 determining
what to do in case of a conflict:
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, or
accept items automatically when you have nothing scheduled. Think your logic through
thoroughly before you set up the rule.
When you include an action with the Add Action button, your options for accept and
reject are the same as they are on the calendar. For example, you can set up a rule that
accepts everything from your boss as a tentative appointment.
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