]> ../front_page.html GroupWise 18 WebAccess Help November 2017 About This Guide This GroupWise 18 WebAccess Help GroupWise 18 WebAccess User Guide explains how to use GroupWise WebAccess. It is divided into the following sections: For additional GroupWise documentation, see the following guides at the GroupWise 18 R2 Documentation Web site GroupWise Windows Client User Guide GroupWise WebAccess User Guide GroupWise WebAccess Mobile User Guide GroupWise User Quick Starts ../getting_started.html Getting Started GroupWise is a robust, dependable messaging and collaboration system that connects you to your universal mailbox anytime and anywhere. This section gives you an overview of how to start using GroupWise quickly and easily. ../starting_webaccess.html Starting GroupWise WebAccess WebAccess starting connection speed Internet connection speed Use your Web browser to go to the URL your administrator gives you, such as http:// server /gw/webacc , or an IP address such as 155.155.11.22. If you need to find your GroupWise administrator, ask the person who gave you your GroupWise user name and password. On the GroupWise WebAccess login page, enter your user name and password. Click either This is a public or shared computer or This is a private computer . The option you choose affects the timeout interval that is used. To help keep your information secure, a shorter timeout interval is used if you are using WebAccess from a public or shared computer. For more information on timeout interval, see . (Conditional) If you’re using a small mobile device such as a mobile phone, click Options , then select Use the basic interface . The basic interface has limited functionality and graphics. It is designed to perform the most basic tasks in GroupWise WebAccess. To close the basic interface, close all Web browsers and launch WebAccess again, then deselect Use the basic interface. For information on how to use the basic interface, see the GroupWise 18 WebAccess Basic Quick Start . Click Login . Your GroupWise mailbox opens. If you are unable to log in, click the Can’t log in? link on the login page for more information about how to get your password reset in your organization. ../understanding_timing_out.html Understanding Timing Out from GroupWise WebAccess timing out Specific actions, such as opening or sending an item, generate a call to the Web server. Other actions, such as scrolling through items in the Item List, composing a message without sending it, or reading Help topics, do not generate a call to the Web server. If, for a period of time, you leave GroupWise WebAccess alone or perform actions that do not generate a call, WebAccess logs you out. Doing so provides security for your email and ensures that the Web server and GroupWise WebAccess run efficiently. The default timeout period is 20 minutes if you are using WebAccess on a public or shared computer. If you are using WebAccess on a private computer the default timeout period is 480 minutes (8 hours). However, your GroupWise administrator can change the timeout period for your organization’s GroupWise system. You specify whether you are using WebAccess on a public or private computer during login, as described in . If you try to perform an action after you have been logged out, you are prompted to log in again. To ensure that you have the latest information in your Mailbox and to prevent frequent timeouts, click the Check for new messages icon. You must authenticate correctly to be returned to your work after a timeout. If you haven’t logged in correctly, the message you were composing might appear to be lost. Use the keyboard to return to your saved message window (for example, Alt+Left-arrow key in Windows). ../changing_your_password.html Changing Your Password passwords changing In order to access your GroupWise mailbox from WebAccess, your mailbox must have a password. Your GroupWise administrator might have assigned the password when he or she set up your GroupWise account. If you have access to the GroupWise Windows client, you can set your initial mailbox password yourself, as described in Assigning a Password to Your Mailbox in Getting Started in the GroupWise 18 Client User Guide . To change your mailbox password in WebAccess: Click the Options icon, then click Options. Click the Password tab. Type your old password, then type your new password twice for confirmation. Click Save , then click Close . Depending on the security level that your GroupWise administrator has established for your post office, you might need to know more about passwords. For more information, see . ../understanding_main_window.html Getting to Know the GroupWise WebAccess Interface interface, understanding ../nav_bar.html Understanding the Nav Bar Nav Bar The Nav Bar is located at the top of the WebAccess page. It is designed for quick access to the folders you use the most. By default the Nav Bar contains the Mailbox, Calendar, Contacts, and Documents folders. ../toolbar.html Understanding the Toolbar toolbars Main Toolbar Folder Context toolbar Use the toolbar to access many of the features and options found in WebAccess. The toolbar at the top of a folder or item is context-sensitive; it changes to provide the options you need most in that location. There are two different toolbars you can display: Main: The Main toolbar contains most of your commonly used functions, such as New Appointment and New Mail. The Main toolbar is located at the top of the main page. Item Context: The Item Context toolbar contains context-sensitive buttons that relate to the item that is displayed. The Item Context toolbar is located at the top of the page. ../folder_list.html Exploring the Folder List Folder List ../home_folder.html Home Folder Home folder Your Home folder (indicated by your name) represents your GroupWise database. All folders in your Folder List are subfolders of your Home folder. ../mailbox_folder.html Mailbox Folder Mailbox folder The Mailbox displays all the items you have received, with the exception of scheduled items (appointments, tasks, and reminder notes) you have accepted or declined. By default, scheduled items and tasks are moved to the Calendar when you accept them. Your received items are stored in your GroupWise Mailbox, which automatically refreshes as you receive new items. If your computer has audio capabilities, and a GroupWise WebAccess window is open in your Web browser, an audio cue plays when a new item is received. You can organize your messages by moving them into folders within your Cabinet, and you can create new folders as necessary. ../unopened_items.html Unopened Items Unopened Items folder The Unopened Items folder lists received items you have not yet opened. It is a query folder that cannot be deleted. ../sent_items_folder.html Sent Items Folder Sent Items folder The Sent Items folder displays all the items you have sent. By checking the properties of your sent items, you can determine their status (Delivered, Opened, and so on). ../calendar_folder.html Calendar Folder Calendar folder The Calendar folder is a link that takes you to the Calendar view, where you can choose several Calendar view options. You can use the Folder List to choose which calendars to display. The selected calendars are displayed in the calendar view. ../contacts_folder.html Contacts Folder Contacts folder Frequent Contacts address book The Contacts folder, by default, represents the Frequent Contacts address book. Any modification you make in the Contacts Folder is also made in the Frequent Contacts address book. From this folder, you can view, create, and modify contacts, resources, organizations, and groups. ../tasklist_folder.html Tasklist Folder Tasklist folder Use the Tasklist folder to create a task list. You can move any items (mail messages, phone messages, reminder notes, tasks, or appointments) to this folder and arrange them in the order you want. ../work_in_progress_folder.html Work in Progress Folder Work in Progress folder draft items The Work In Progress folder is a folder where you can save messages you have started but want to finish later. This is also where all Auto Save messages are automatically saved. ../cabinet.html Cabinet Folder Cabinet folder The Cabinet contains all of your personal folders. You can rearrange and nest folders by clicking the Folders on the Main Toolbar. ../junk_mail_folder.html Junk Mail Folder Junk Mail folder All email items from addresses and Internet domains that are junked through Junk Mail Handling are placed in the Junk Mail folder. This folder is not created in the folder list unless a Junk Mail option is enabled. While Junk Mail options are enabled, this folder cannot be deleted. However, the folder can be renamed or moved to a different location in the folder list. If all Junk Mail options are disabled, the folder can be deleted. The folder can also be deleted if the Junk Mail Handling feature is disabled by the GroupWise administrator. To delete items from the Junk Mail folder, right-click the Junk Mail folder, click Empty Junk Mail Folder , then click Yes . For more information about Junk Mail Handling, see . ../trash_folder.html Trash Folder Trash folder All deleted mail and phone messages, appointments, tasks, documents, and reminder notes are stored in the Trash folder. Items in the Trash can be viewed, opened, or returned to your Mailbox before the Trash is emptied. (Emptying the Trash removes items in the Trash from the system.) You can empty your entire Trash, or empty only selected items. The GroupWise administrator can specify that your Trash is emptied automatically on a regular basis. ../shared_folders.html Shared Folders folders shared sharing folders A shared folder is like any other folder in your Cabinet, except other people have access to it. You can create shared folders or share existing personal folders in your Cabinet. You choose whom to share the folder with, and what rights to grant each user. Users can post messages to the shared folder, drag existing items into the folder, and create discussion threads. You can’t share system folders, which include the Cabinet, Trash, and Work In Progress folders. If you place a document in a shared folder, people with rights to the shared folder don’t automatically have rights to edit the document. Before they can edit the document, you must give them Edit rights by clicking Folders , then clicking the Share Folder tab. ../understanding_item_types.html Understanding GroupWise Item Types item types items items types of ../mail.html Mail item types mail A mail message is for basic correspondence, such as a memorandum or letter. See and . ../appointment.html Appointment item types appointments calendar items types of An appointment lets you invite people to and schedule resources for meetings or events. You can schedule the date, time, and location for the meeting. You can use personal appointments to schedule personal events such as a doctor’s appointment, a reminder to make a phone call at a certain time, and so forth. Appointments display on the Calendar. See . ../task.html Task item types tasks calendar items types of A task lets you place a to-do item on your own or on another person’s Calendar after it has been accepted. You can schedule a due date for the task and include a priority (such as A1). Uncompleted tasks are carried forward to the next day. See . You can also create a Tasklist that is not associated with your Calendar. In this type of Tasklist, any item type (mail, appointment, task, reminder note, phone message) can be used. ../note.html Note notes item types notes calendar items types of holidays A note is posted on a specific date on your own or another person’s Calendar. You can use notes to remind yourself or others of deadlines, holidays, days off, and so forth. Personal notes are useful as reminders for birthdays, vacations, paydays, and so forth. See . ../phone_message.html Phone Message item types phone messages phone messages A phone message helps you inform someone of a phone call or visitor. You can include such information as caller, phone number, company, urgency of the call, and so forth. You cannot answer your phone from a phone message. See . ../item_list.html Identifying the Icons Appearing Next to Items icons next to items symbols next to items items icons next to messages icons next to appointments icons next to calendars icons on items calendar items icons next to The icons that appear next to items in your Mailbox, Sent Items folder, and the Calendar show information about the items. The following table explains what each icon means. Icon Descriptions Icon Description One or more attachments are included with the item. Draft item. An item you have sent. An item you have replied to. An item you have forwarded. An item you have delegated. An item you have replied to and forwarded An item you have replied to and delegated. An item you have forwarded and delegated. An item you have replied to, forwarded, and delegated. A personal item. Unopened mail message with a low, standard, or high priority. Opened mail message with a low, standard, or high priority. Unopened and opened appointment with a low, standard, or high priority. Unopened and opened task with a low, standard, or high priority. Unopened reminder note with a low, standard, or high priority. Opened reminder note with a low, standard, or high priority. Unopened phone message with a low, standard, or high priority. Opened phone message with a low, standard, or high priority. A reply is requested for this low, standard, or high priority item. Unopened document reference. Opened document reference. Shared folder notification. Shared address book notification. Unopened posted item (shared folder). Opened posted item (shared folder). ../getstart_learning.html Learning More documentation training You can learn more about GroupWise from the following resources: ../getstart_learning_guides.html GroupWise Documentation Web Page For a complete set of GroupWise user and GroupWise administration documentation, go to the GroupWise 18 Documentation Web site . ../getstart_learning_coolsolutions.html GroupWise Cool Solutions Web Community Cool Solutions Web community At the Cool Solutions Web site , you find tips, tricks, feature articles, and answers to frequent questions. ../getting_organized.html Getting Organized In , you learned the basics of the GroupWise Web environment. This section describes how to transform the basic GroupWise Web environment into an efficient, customized collaboration environment that suits your personal work style. ../using_catagories_organize.html Using Categories to Organize Items categories Categories are used to help define and prioritize items in your mailbox. Categories apply a color pattern of your choice to the specified email messages, so you can classify them at a glance. You can assign more than one category to an item, but one category is always primary and displays the primary color scheme. Categories also apply to calendar items and can be added to calendar items the same way they are added to mail items. ../assigning_catagory.html Assigning a Category categories assigning Select the message you want to add a category to. Right-click, then click Categories . Select the category you want to use. Click OK . ../adding_new_catagory.html Adding a New Category categories adding color, changing categories In your mailbox, click Categories . In the New Category field, specify a name for the new category, then click Add . Select the new category in the Categories section, then specify the text and background colors. Click OK . ../removing_category.html Removing a Category from an Item categories removing from items Select the item you want to remove the category from. Right-click and select Categories . Deselect the check box in the Categories section. Click OK . ../renaming_category.html Renaming a Category categories renaming In your mailbox, click Categories . Select the category you want to rename. Click Rename . Specify the new name, then click OK . ../deleting_category.html Deleting a Category categories deleting deleting categories In your mailbox, click Categories . Select the category you want to remove. Click Delete . ../using_folders_organize_mailbox.html Using Folders to Organize Your Mailbox folders ../modifying_folder_list.html Modifying the Folder List Folder List On the main WebAccess page, click Folders on the toolbar. In the Manage Folders window, you can create, delete, and share folders. ../deleting_folders.html Deleting Folders folders deleting deleting folders Select the Delete Folder tab at the top of the Folders window. Click the folder you want to delete. Click Yes . You cannot delete the Calendar, Mailbox, Sent Items, Tasklist, Contacts, Cabinet, Work In Progress, or Trash folders. You can delete the Junk Mail folder only if Junk Mail Handling has been disabled. ../creating_personal_folder.html Creating a Personal Folder folders creating On the main WebAccess page, click Folders on the toolbar. Select the place in the Folder List where you want to add the folder. By default, a new folder is added as the first folder in the Cabinet. For example, to add a folder at the same level as the Mailbox folder, click the Down button next to the Mailbox folder. To add a folder to the Mailbox folder, click the Right button next to the Mailbox folder. Type a name for your new folder in the Folder Name field. Click Add Folder . ../renaming_folder.html Renaming a Folder folders renaming In some cases you might want to rename a folder to more accurately reflect the contents of a folder or to correct a spelling error. In WebAccess new folders can be created but names of existing folders cannot be changed. You can change folder names in the GroupWise Windows client. ../moving_item_another_folder.html Moving an Item to Another Folder items moving moving items to folders Locate the item in the Item List. Double-click the item to open it, then click Move . Click the folder where you want to move the item. If you are moving the item to a folder in the Cabinet, you might need to click the Expand icon next to the Cabinet to display the Cabinet folders. ../understanding_find_results.html Understanding Find Results Folders Find Results folders Although you cannot create new Find Results folders in WebAccess, you can use folders you created in the GroupWise Windows client. However, to ensure that you are viewing the most recent information in the folder and not a cached copy, you should click Update in the toolbar before opening a Find Results folder. ../using_shared_folders.html Using Shared Folders sharing folders folders shared ../sharing_existing_folder.html Sharing an Existing Folder with Other Users On the main WebAccess page, click Folders on the toolbar, then click the Share Folder tab. Select the folder you want to share. Folders available for sharing are underlined. In the Name field, start typing the name of a user. or Click Address Selector to search for a user. For more information about the Address Selector, see . Select the access options you want for the user. Repeat through for each user you want to share the folder with. Click Save . ../accepting_shared_folder.html Accepting a Shared Folder accepting items shared folders notifications shared folders Click the Shared Folder notification in your Mailbox. Click Accept Folder . The name of the folder is filled in by default. Make any desired changes to the name of the folder. Select the folder’s location. Click Add Folder . ../posting_shared_folder.html Posting an Item to a Shared Folder posting items in shared folders notes in shared folders In the Folder List, open the shared folder you want to post the item to. At the top of the Item List, click Post to display a Message form. Type a subject and message. You can include Web site locations or addresses (URLs) in both the Subject field and the message body. (Optional) Click Check Spelling to spell check the message. (Optional) Click Attach to attach files to the message. For this feature to work, your browser must support attachments. Click Post to add the message to the shared folder. ../getorg_folders_shared_deleting.html Deleting a Shared Folder deleting shared folders To delete a folder that is shared with you: Right-click the folder. Click Delete Folder . Click OK . Deleting a folder that is shared with you just deletes the folder from your GroupWise Mailbox. All other users are unaffected. However, if you are the one who shared the folder with others, then deleting that folder also removes it from all other users. ../b1kxbv1n.html Transferring Ownership of a Shared Folder transferring shared folders ownership shared folders Right-click on the shared folder, then click Sharing . Click Transfer Ownership . Select from the participants list or enter the user name of the user to whom you are transferring the shared folder. You can also change the subject and message for the notification and select whether you want to be kept as a participant. When you click Send, the new owner receives a notification prompting them to accept ownership of the shared folder with the name of the shared folder appended to the subject of the message. ../b1kxr85s.html Taking Ownership of a Shared Folder taking shared folders ownership shared folders If the administrator deletes, expires, or disables the login for a user with a shared folder, all participants of that shared folder receive a notification that the shared folder is available. Any participant in that shared folder can become the new owner by taking ownership of the folder. Right-click on the shared folder, then click Sharing . Click Take Ownership . ../email.html Email messages email mail messages An email message is basically a text message sent electronically to a recipient. You can write messages in plain text or HTML, and you can add attachments to them. All incoming messages are delivered to your Mailbox folder. ../sending_email.html Sending Email sending items sending items messages items sending messages sending ../composing_email.html Composing Email composing items Click Mail on the toolbar. In the To box, type a user name, then press Enter. As you begin to type, Name Completion automatically tries to match the name and complete it for you. Repeat for additional users. If necessary, type user names in the CC and BC boxes. or To select user names from a list, click Address on the toolbar, search for and select each user, click To , CC , or BC for each user, then click OK . Type a subject. Type a message. You can specify many options, such as making this message a high priority, requesting a reply from the recipients, and more, by clicking the Send Options tab. Include any attachments by clicking the Attach . Click Send on the toolbar. ../formatting_messages.html Formatting Messages formatting items ../changing_html_view_font.html Changing the Font in the HTML View fonts HTML view color, changing background In an open item you are composing, make sure the HTML toolbar is displayed. Use the HTML toolbar to change the font, add background colors, add images, and more. You might need to resize the item view horizontally to see all the buttons on the HTML toolbar. ../formatting_lists.html Formatting Bulleted and Numbered Lists bulleted lists numbered lists In an open item you are composing in the HTML view, use the HTML toolbar to insert a bulleted or numbered list Type the list item, then press Enter to create the next item in the list. Press Enter twice after the last item to turn off the list formatting. ../undoing_last_action.html Undoing the Last Text Action undoing editing You can undo the last text action in the Subject or Message field of a message you are composing. Press Ctrl+Z. For information about other shortcut keys, see . ../spell_checking_messages.html Spell-Checking Messages spell checking ../spell_checking_items.html Spell-Checking an Item with Spell Checker Click the Subject or Message field. Click Check Spelling . WebAccess highlights any misspelled words. Click any highlighted word. Select one of the words Spell Checker suggests to replace the misspelled word. or Click Edit to make your own corrections. Click Resume Editing when spell-checking is complete. ../automatically_spell_checking.html Spell-Checking Items Automatically with Spell Checker automatically spell checking You can automatically spell-check items every time you click Send . On the main WebAccess page, click the Options icon, then click Options . Click the Compose tab. Select Check spelling before send . Click Save , then click Close . ../selecting_spell_checker_language.html Selecting the Spell Checker Language languages spell checking In an open item you are composing, click the Subject field or the Message field. Click the drop-down menu next to Check Spelling . Select the language to use. ../attaching_files.html Attaching Files attachments files attaching to items Open a new item. Fill in the To , Subject , and Message fields. Click Attach , then browse to and select the file or files you want to send. To remove an attached file, click the Remove icon. Click Send on the toolbar. ../adding_signatures.html Adding a Signature signatures items signatures on messages signatures on Use Signatures to insert a signature or tag line at the end of items you send. For example, you can have GroupWise automatically list your name, phone number, and email address at the bottom of every item you send. In addition to personal signatures, your GroupWise administrator can create a global signature for everyone to use. If the GroupWise administrator requires the global signature, it is automatically appended to all items that are sent. When you resend an item, the global signature is not automatically added to the message. Signatures that you create or modify in the GroupWise Windows client are automatically displayed in GroupWise WebAccess. Likewise, signatures that you create or modify in GroupWise WebAccess are automatically displayed in the GroupWise Windows client. On the main page, click the Options icon, then click Options . Click Compose . Select Enable signature. Click New , specify a name for the new signature, then click OK . (Optional) Create additional signatures. In the Signature drop-down list, select the signature that you want to make your default signature, then select Set as default . Type your signature text in the box. Click Automatically add signature to automatically add your signature when you send the item. or Click Prompt before adding signature to have WebAccess prompt you to add the signature when you send the item. Click Save , then click Close . ../saving_email.html Saving Unfinished Email saving items items saving messages saving ../understanding_auto_save.html Understanding Auto-Save Auto-Save When you compose a new message in GroupWise WebAccess, items are automatically saved for you. This prevents the loss of any messages you are authoring if WebAccess unexpectedly shuts down. When you restart WebAccess, you have the option to recover these messages to finish composing them. If you stop using GroupWise WebAccess for 10 seconds (the default non-use value) and have unsent messages, or if you have been actively composing messages for 60 seconds (the default continuous use value), WebAccess automatically saves your messages to your Work In Progress folder. WebAccess adds two characters to the title of all auto-saved messages to distinguish them from other items you might have manually saved to your Work In Progress folder. When One Auto-Saved Message is Recovered When you start WebAccess and only one auto-saved message is recovered, you see the following message: You have the following options to deal with the auto-saved messages: Open: Opens the auto-saved messages so that you can finish composing them. Save: Saves the messages as regular Work In Progress items so that you can finish composing the messages later. Delete: Deletes the auto-saved messages. The information in them is permanently lost. Skip: Retains the saved messages on disk but does not recover them in WebAccess. The next time you start WebAccess, the Auto-Save window reappears. When Two to Five Auto-Saved Messages Are Recovered When you start WebAccess and two to five auto-saved message are recovered, you see the following message: You have the following options to deal with the auto-saved messages. Select one of these options for each auto-saved message, then click OK . Open: Opens the auto-saved messages so that you can finish composing them. Save: Saves the messages as regular Work In Progress items so that you can finish composing the messages later. Delete: Deletes the auto-saved messages. The information in them is permanently lost. Click Skip to retain the saved messages on disk but to not recover them in WebAccess. The next time you start WebAccess, the Auto-Save window reappears. When 6 or More Auto-Saved Messages Are Recovered When you start WebAccess and six or more auto-saved message are recovered, you see the following message: Click OK to save the messages as regular Work In Progress items so that you can finish composing the messages later. ../enabling_disabling_autosave.html Enabling or Disabling Auto-Save disabling Auto-Save By default, Auto-Save is enabled if you use a high-speed connection to access your GroupWise system. It is disabled by default if you use a low connection speed. For more information on your login options for connecting, see . On the main WebAccess page, click the Options icon, then click Options . Click the Compose tab. Select Enable auto-save to enable Auto-Save. or Deselect Enable auto-save to disable Auto-Save. Click Save, then click Close . ../saving_unfinished_email.html Saving an Unfinished Email saving unfinished items unfinished items, saving In an open item, click the Save icon. Click the folder you want to save the item to, then click OK . The draft message is placed in the folder you chose in Step 2. The default folder for unfinished messages is the Work In Progress folder. ../selecting_default_compose_view.html Selecting the Default Compose View Compose view HTML view Plain Text view When you are composing a message in GroupWise WebAccess, you can select to have the default compose format in either plain text or HTML. On the main WebAccess page, click the Options icon, then click Options . Click the Compose tab. In the Default Compose View box, select Plain Text or HTML . Click Save , then click Close . To change the view in one item: Open an item. Click the HTML or Plain Text icon. ../addressing_messages.html Addressing Mail Messages addressing items items addressing messages addressing ../entering_email_addresses.html Adding Addresses to Mail Messages Click Mail on the toolbar. In the To field, type a user name, then press Enter. Repeat for additional users. If necessary, type user names in the CC and BC fields. or To select user names from a list, click Address on the toolbar. For more information on how to use the Address Selector, see . Type a subject. Type a message. You can specify many options, such as making this message a high priority, requesting a reply from recipients, and more, by clicking the Send Options tab. If you want, you can change the font of the message text. For information, see . Include any attachments by clicking Attach . Click Send on the toolbar. ../selecting_send_option.html Selecting Send Options Send options ../changing_priority.html Changing the Priority of Mail You Send priority message items priority of messages priority of Changing the Priority for All Items You Send To change the priority of all items you send, click the Options icon, then click Options . Click the Send Options tab. Select High , Standard , or Low . The small icon next to an item in the Mailbox is red when the priority is high, white when the priority is standard, and gray when the priority is low. Click Save , then click Close . Changing the Priority for One Item To change the priority of one item, open an item, then click the Send Options tab. Select High , Standard , or Low . The small icon next to an item in the Mailbox is red when the priority is high, white when the priority is standard, and gray when the priority is low. Click Send . ../changing_security_settings.html Changing the Security Setting (Classification) of All Items You Send security classification setting proprietary items confidential items secret items top secret items A classification is a security setting that lets the recipient know if the item is confidential, top secret, and so forth. This information appears at the top of the item. A classification does not provide any encryption or additional security. It is meant to alert the recipient to the relative sensitivity of the item. On the main WebAccess page, click the Options icon, then click Options . Click the Send Options tab. Select a security setting from the Classification drop-down list. Click Save , then click Close . ../changing_message_encoding.html Changing the MIME Encoding of a Message MIME encoding encoding messages for proper character display languages character encoding Many languages require different character encodings to display certain characters properly. In GroupWise WebAccess, you can change the encoding for items that you send and receive. Changing the Encoding for All Items You Send On the main WebAccess page, click the Options icon, then click Options . Click the Send Options tab. Select your MIME encoding from the MIME Encodin g drop-down list. Click Save , then click Close . Changing the Encoding for One Item In the Mail Message window, click the Send Options tab. Select your MIME encoding from the MIME Encodin g drop-down list. Click Send on the toolbar to send the message. ../posting_notes.html Posting a Note notes discussion notes posted items notes sending items notes A note is a message that is posted to your mailbox only. Notes are a way of creating personal notes for yourself. In your Mailbox or Calendar, click the drop-down arrow next to Mail , then click Personal Note . Type a subject. Type a message. Include any attachments by clicking Attach . Click Post on the toolbar. ../sending_phone_messages.html Sending a Phone Message phone messages sending items phone messages A phone message is a note you can send to notify other GroupWise users of calls they received while they were out of the office or unavailable. Phone messages are stored in the recipient’s Mailbox. You cannot answer your phone from a phone message. In your Mailbox or Calendar, click the drop-down arrow next to Mail , then click Phone . In the To field, type a user name, then press Enter. Repeat for additional users. or To select user names from a list, click Address on the toolbar. For more information on how to use the Address Selector, see . Type the name, company, and phone number of the caller. Type the message in the message body. If you want, you can change the font of the message text. For information, see . Click Send on the toolbar. ../managing_sent_email.html Managing Sent Email ../retracting_sent_email.html Retracting Sent Email retracting sent items items retracting messages retracting Use Delete from All Mailboxes to retract a sent item from the recipient’s Mailbox. You can retract a mail or phone message from those recipients who haven’t yet opened the item. You can retract an appointment, reminder note, or task at any time. However, items that have been sent across the Internet to other email systems cannot be retracted. Click the Sent Items folder in the Folder List. Select the item you want to retract, then click Delete From All Mailboxes. (Optional) Add a comment. Click OK . To see which recipients have opened your message, right-click the item, then click Properties . Email cannot be retracted if it has already been opened. ../resending_email.html Resending Email resending items items resending messages resending Use Resend to send an item a second time, perhaps with corrections. Click the Sent Items folder in the Folder List. Right-click and select Resend . Select Retract Original Item? if you want to retract the original item. Make changes to the item, if necessary, then click Send on the toolbar. You can check the properties of the original item to see if GroupWise was able to retract it. Right-click the item in the Sent Items folder, then click Properties . Mail and phone messages cannot be retracted if they have already been opened. ../checking_email_status.html Checking the Status of Sent Email sent items status status sent items delivery status properties sent items If the receiver’s email system enables status tracking, you can receive status information about the items you send. The Properties window lets you check the status of any item you've sent. For example, you can see when an item was delivered and when the recipient opened or deleted the item. If a recipient accepted or declined an appointment and included a comment, you see the comment in the Properties window. You also see if a recipient marked a task completed. The Properties window also shows information about items you receive. You can see who else received the item (except for blind copy recipients), the size and creation date of attached files, and more. ../checking_items_status.html Checking the Status of an Item properties sent items Right-click an item in your Mailbox or Calendar, then click Properties . The icons next to an item can also give you helpful status information. For more information, see . To change to the Advanced Properties, click Advanced Properties . ../saving_items_status_info.html Saving the Status Information of an Item saving status information Right-click an item, then click Properties . Click File > Save Page As . WebAccess gives the item a temporary file name. You can change the file name and default folder. Click Save . ../printing_status_info.html Printing the Status Information of an Item printing status information Right-click an item, then click Properties . Click Print View to display a printer-friendly version of the status information, then click Print this page . Select print options and print the status page as you normally would in your Web browser. ../confirming_email_delivery.html Confirming Delivery of Email You Send delivery confirmation confirming item delivery ../tracking_sent_items.html Tracking Sent Items You can check the status in the Properties window of any item you send. For information, see . ../receiving_notifications.html Receiving Notifications about Items You Send notifications sent items If the receiving email system is capable of returning notifications, you can receive notification when the recipient opens or deletes a message, declines an appointment, or completes a task. Receiving Notifications about All Items You Send To always receive notification for items you send, click the Options icon, then click Options . Click the Send Options tab. In the Return Notification section, specify the type of return receipt you want. Click Save . Receiving a Notification about a Single Item To get a return receipt for one item, open an item view, then click the Send Options tab. In the Return Notification section, specify the type of return receipt you want. Click Send . ../requesting_replies.html Requesting a Reply for Items You Send replying reply requested You can inform the recipient of an item that you need a reply. GroupWise WebAccess adds a sentence to the item stating that a reply is requested and changes the icon in the recipient’s Mailbox to a double arrow. Requesting a Reply for All Items You Send To request a reply for all items you send, click the Options icon, then click Options . Click the Send Options tab. Specify when you want to receive the reply. The recipient sees next to the message. If you select When Convenient , “Reply Requested: When convenient” appears at the top of the message. If you select Within x Days , “Reply Requested: By xx/xx/xx” appears at the top of the message. Click Save > Close . Requesting a Reply for a Single Item To request a reply for one item, open an item view, then click the Send Options tab. Specify when you want to receive the reply. The recipient sees next to the message. If you select When Convenient , “Reply Requested: When convenient” appears at the top of the message. If you select Within x Days , “Reply Requested: By xx/xx/xx” appears at the top of the message. Click Send . ../displaying_sent_items.html Displaying Sent Items sent items displaying You might want to display items you previously sent. For example, you can read a sent item, resend it with or without corrections, and in some cases, retract it if it has not already been opened by the recipient. Click the Sent Items folder in the folder list. ../sorting_sent_items.html Sorting Sent Items sent items sorting sorting sent items You can sort items that you have sent by any column in the Sent Items list. Click the column heading to sort messages in that column in alphabetical order. Click the column heading a second time to sort messages in that column in reverse alphabetical order. ../receiving_items.html Receiving Email received items items receiving messages receiving ../reading_received_email.html Reading Received Items reading items ../reading_items.html Reading Items fonts Messages are automatically displayed in the format in which they were sent. Messages display in your browser’s default font and size. The date and time of messages is displayed in the same format as is selected for your individual workstation. To read a message: Double-click the message in the Message list to view the message in a new window. For security reasons, images are not displayed by default in HTML messages. To view the images, click GroupWise has prevented images on this page from displaying. Click here to display the images . ../setting_view_one_item.html Setting the View for One Item views changing Read view HTML view Plain Text view You can change the view for one item only if that item is composed in HTML. Open an item. Click either the Plain Text or HTML button on the toolbar. ../marking_items_read_later.html Marking an Item Unread marking items read later reading items later unread, marking items If you open an item to read it, and then decide you want to read the item later, you can mark the item Unread. Marking the item Unread changes the item to bold and changes the item’s icon to unopened so you know you still need to read the item. In the Mailbox, click the item in the Item List. Click Mark Unread at the top of the Item List. If you have opened an item, marking it Unread does not change the status of the item in Properties. For example, if you have opened an item, then marked the item read later, the sender of the item still sees the item status as opened in the Properties window. ../marking_items_read.html Marking an Item Read marking items read read, marking items In the Mailbox, click the item in the Item List. Click Mark Read a t the top of the Item List. Marking an item read changes the status of the item in Properties. For example, if you have not opened an item, but you marked the item read, the sender of the item sees the item status as opened in the Properties window. ../reading_attachments.html Reading Attachments reading items attachments attachments reading ../viewing_attached_files.html Viewing Attached Files viewing attachments attachments viewing files viewing attached When you view an attached file, the attachment is displayed in the message pane with a viewer. This is usually faster than opening the attachment; however, the attachment might not be formatted properly. If the attachment type is not supported, View is not displayed. Open the item containing the attachment. Click View next to the attachment. ../saving_attached_files.html Saving Attached Files saving attachments When you have an attached file, GroupWise WebAccess allows you to save the file to another location. Open the item containing the attachment. Click the linked name of the attachment. Select a location to save the attachment. or If the message contains four or more attachments, click the Attachments link located below the Subject heading to open Web browser’s download dialog box. By default, the name of the zip file containing the attachments is the same as the message’s subject line. ../opening_attached_files.html Opening Attached Files opening attachments attachments opening files opening attached When you open an attached file, GroupWise WebAccess determines the correct application to open the file in. You can accept the suggested application, or you can select the path and file name to another application. Open the item containing the attachment. Right-click the linked name of the attachment, then click Open . ../printing_attachments.html Printing Attached Files printing attachments attachments printing In an open message, click View or Open to see the contents of the attached file. Print the file as you would any other page in your Web browser if you are viewing the file. or Use the native application to print the file if you opened it. ../replying_to_email.html Replying to Email replying items replying to messages replying to ../replying_to_an_email.html Replying to an Email Open the item you want to reply to. Click Reply on the toolbar to send the email just to the sender. or Click Reply All on the toolbar to send the email to the sender and all recipients. Type your message, then click Send on the toolbar. If the original item included BC or CC recipients and you selected to reply to all, your reply is sent to the CC recipients but not to the BC recipients. ../email_modifying_compose_settings.html Modifying Your Compose Settings Compose view HTML view Plain Text view On the main WebAccess page, click the Options icon, then click Options . Click the Compose tab. Select Enable auto save if you want to enable the Auto Save feature. Select the Spell Checking options you want, including: Check spelling before send Default language Select the default Compose view you want, either Plain Text or HTML . Your administrator can turn off the HTML format option. Select the signature options you want. Click Save , then click Close . ../forwarding_email.html Forwarding Email to Other People forwarding items items forwarding messages forwarding Right-click the item you want to forward. Click Forward to forward the message inline, which puts the forwarded message text in the body of the new message. or Click Forward as Attachment to forward the message as an attachment. Add the names of the users to whom you want to forward the item. (Optional) Type a message. Click Send on the toolbar. If you can’t accept an appointment, task, or reminder note, you can delegate the item instead of forwarding it. Delegating places a Delegated status in the item’s Properties window, letting the sender know you have transferred responsibility for the item to another person. ../managing_received_email.html Managing Received Email received items ../saving_an_item.html Saving an Item to Disk saving items items saving messages saving Saved items remain in your Mailbox and Calendar as well as being copied to the location you specify. Open the item you want to save. Save the page as you would any other page in your Web browser. ../saving_status_info.html Saving Status Information saving status information status saving Right-click an item, then click Properties . Click File > Save Page As . GroupWise WebAccess gives the item a temporary file name. You can change the file name and default folder. Click Save . ../deleting_email.html Deleting Email deleting items items deleting messages deleting Use Delete to remove selected items from your Mailbox. You can also use Delete to retract items you have sent. You can retract mail and phone messages if the recipients have not read them or if they have not been sent to the Internet. You can retract appointments, reminder notes, and tasks at any time. On the main WebAccess page, select one or more items, then click Delete . Deleted items are moved to your Trash and remain there until the Trash is emptied. ../viewing_sources.html Viewing the Source of External Messages external items items external messages external source of external items When you receive or send messages to and from external systems, you can view the source for a message. The source includes all the data that is contained in a message. Open an item that you received from an external source. Click View next to the Mime.822 attachment to open it. ../sorting_received_items.html Sorting Received Items received items sorting sorting received items You can sort items that you have received by any column in the received items list. Click the column heading to sort messages in that column in alphabetical order. Click the column heading a second time to sort messages in that column in reverse alphabetical order. ../printing_email.html Printing Email printing items items printing messages printing In an open item, click Print View to open a printer-friendly view of the item. Do not use File > Print in your Web browser. The graphical version of the item displayed in WebAccess cannot be printed as it displays on the screen. Click Print this page . Select print options and print as you normally would from your Web browser. ../handling_unwanted_email.html Handling Unwanted Email (Spam) junk mail spam deleting junk mail deleting spam Internet deleting junk mail Use Junk Mail Handling to decide what to do with unwanted Internet email, also known as spam, that is sent to your GroupWise email address. ../understanding_junk_mail_handling.html Understanding Junk Mail Handling Internet email includes all email where the sender’s address is in the form of name@example.com, name@example.org, and so forth. Internal email is email where the sender is part of your GroupWise system and the From field shows only the name of the sender, not an Internet address. An Internet domain is the part of the email address that comes after the @. For example, in the address Henry@example.com, the Internet domain is example.com. For information about the Junk Mail folder, see . Your GroupWise administrator can turn off Junk Mail Handling so that it is not available. ../blocking_junking_email.html Blocking or Junking Email blocking junk mail If you want to block or junk internal email, you can use rules. (For more information, see .) For example, you can create a Delete rule that moves all items from a specific email address or entire Internet domains to your Trash folder. Or you can use the following procedure to create a Move to Folder rule that moves items with a specified subject to your Junk Mail folder. On the main WebAccess page, click the Options icon , then click Options . Click Rules . Select Move to Folder from the drop-down menu of the Type field, then click Create . Type a name in the Rule name field, such as Junk Mail Rule. Use Define Conditions to add specific information to your rule. In the first condition field, select From . In the second condition field, select Matches . In the last condition field, type the name of the person or a specific Internet domain as it displays in the From: field of a mail message. For example: msmith@corporate.com or @corporate.com. Select the Junk Mail folder as the destination folder. Click Save . Verify that the check box is selected next to the rule you just created, then click Close . ../using_your_calendar.html Calendar calendars calendar items ../managing_calendar.html Managing Your Calendar ../viewing_your_calendar.html Viewing Your Calendar calendars viewing viewing calendars ../opening_calendar_folder.html Opening the Calendar Folder or a Calendar View Calendar folder views Calendar calendars displaying opening calendars buttons on tool bars Calendar toolbar The Calendar tab in the Nav Bar has a toolbar that provides access to several view options. The view that is displayed when you exit your Calendar displays when you open the Calendar folder again. In the Nav Bar, click Calendar , then click the buttons on the Calendar toolbar to choose different views. You can view the Calendar in various formats, including day, week, and month. To see another view, click a different button on the Calendar toolbar. The first day of the week is either determined by your GroupWise Administrator, or is inherited from your account settings in the GroupWise client. You cannot change this setting in WebAccess. For more information, see Changing the First Day of the Week in Your Calendar in the GroupWise 18 Client User Guide . ../selecting_displayed_calendars.html Selecting Calendars to Display calendars displaying GroupWise WebAccess has the ability to display multiple calendars in the main GroupWise Calendar. You can select to view your main GroupWise Calendar, personal calendars, and shared calendars. In the Calendar view, select the calendar check box next to the calendars you want to display. ../viewing_different_dates.html Viewing a Different Date in the Calendar dates calendars viewing today, positioning calendar to Click a date in the date picker calendar at the bottom left corner of the Calendar view. Today’s date is in bold. The arrows in the left corner move you back or ahead one month, and the arrows in the right corner move you back or ahead one year in most languages. ../viewing_all_day_events.html Viewing All Day Events in the Calendar All Day Events calendars viewing All day events are located at the top of the calendar in the All Day Events pane in the Day and Week views. ../navigating_calendars.html Navigating in the Calendar Calendar toolbar tool bars calendars viewing dates Use the Calendar toolbar to navigate in your calendar. To select a date to view, click a date in the Calendar at the bottom left corner of your calendar view. To return to today’s date, click Today . To move forward or back one day, one week, or one month, depending upon what the calendar display is set to, click the Back icon to move back and the Forward icon to move forward. To see a day view, click the Day icon on the Calendar toolbar. To see a week view, click Week icon on the Calendar toolbar. To see a month view, click Month icon on the Calendar toolbar. ../understanding_calendar_shading.html Understanding Calendar Shading shading in Calendar display appointments status of Appointments on your calendar appear in different shades, depending on how the appointment is shown: Busy: The appointment displays as gray. Free: The appointment displays as white. Out of the Office: The appointment displays as dark gray. Tentative: The appointment displays as gray with white and gray stripes on the side. To change an appointment’s Show Appointment As status: Open the appointment, then click Busy, Free , Tentative , Out of the Office , or Tentative from the Show As drop-down menu. ../reading_calendar_items.html Reading a Calendar Entry In the Nav Bar, click Calendar . Double-click the item you want to read. In all Calendar views, you can rest your mouse pointer on most items and see more information such as Subject, Time, Place, and To. ../creating_personal_calendars.html Creating a Personal Calendar In the Calendar view, right-click in the Calendars column on the left, then click New Calendar . To create a sub calendar, right-click on a calendar, then click New Sub Calendar. Type a name for the new calendar. (Optional) Type a description for the calendar. (Optional) Select a color for the calendar by clicking a colored square. Click Save , then click Close . ../changing_calendar_color.html Changing Calendar Color color, changing calendars Each calendar has a name and a color associated with it. Although the name of the calendar cannot be edited in WebAccess, you can edit the color of the calendar. Right-click the calendar you want to edit. Click Properties . Select the color you want. Click Save . Click Close . ../using_shared_calendars.html Using Shared Calendars calendars shared sharing calendars ../sharing_existing_calendars.html Sharing an Existing Calendar with Other Users In the Folder List, right-click the calendar you want to share, then click Share . Select Shared with . In the Name field, start typing the name of a user. When the user’s name appears in the field, click Add User to move the user into the Shared list . (Optional) Click Address Selector button to use the Address Selector to add users. For more information on how to use the Address Selector, see . Select the access options you want for each user. Repeat through for each user you want to share the folder with. Click Save , then click Close . ../posting_shared_calendar_entries.html Posting a Calendar Entry to a Shared Calendar posting items to a shared calendar All Day Events Right-click the shared calendar, then click Display this calendar only . In the shared calendar, select a date, then click a time in the Appointments List. (Optional) Type a subject and a place if necessary. Make sure the correct calendar is selected from the Calendar drop-down menu. For more options, such as the Start Date , Time , Show As , Duration , or the appointment message, click More options . Click Post . ../b1l0wvci.html Transferring Ownership of a Shared Calendar transferring shared calendars ownership shared calendars Right-click on the shared calendar, then click Sharing . Click Transfer Ownership . Select from the participants list or enter the user name of the user to whom you are transferring the shared calendar. You can also change the subject and message for the notification and select whether you want to be kept as a participant. When you click Send, the new owner receives a notification prompting them to accept ownership of the shared calendar with the name of the shared folder appended to the subject of the message. ../b1l0wvcj.html Taking Ownership of a Shared Calendar taking shared calendars ownership shared calendars If the administrator deletes, expires, or disables the login for a user with a shared calendar, all participants of that shared calendar receive a notification that the shared calendar is available. Any participant in that shared calendar can become the new owner by taking ownership of the calendar. Right-click on the shared calendar, then click Sharing . Click Take Ownership . ../sending_calendar_items.html Sending Calendar Items ../scheduling_appointments.html Scheduling Appointments appointments appointments scheduling scheduling items appointments sending items appointments meetings ../scheduling_personal_appointments.html Scheduling an Appointment for Yourself personal items appointments appointments personal posted items appointments appointments posted All Day Events If you are not available for meetings, you can schedule a personal appointment for those times. When another user includes you in an appointment and does a busy search, the user can see that you are not available at those times, but can still schedule over your appointment. Personal appointments are placed in your Calendar on the date you specify. They are not placed in your Mailbox or in any other user's Mailbox. Similarly, all personal appointments are saved to your main GroupWise Calendar. To move them to a personal calendar, drag and drop them to the personal calendar after they are created. On the toolbar, click the drop-down arrow next to Mail , then click Personal Appointment . or In your Calendar, select a date, then click a time in that day. (Optional) Type a subject and a place. Specify the start date. Specify a start time and duration. Duration can be in minutes, hours, or days. Specify how you want the appointment to appear with the Show As drop-down menu. Appointments can appear as Busy , Free , Out of the Office , or Tentative . (Optional) Type a message. Click Post on the toolbar. ../scheduling_appointments_for_others.html Scheduling an Appointment for Multiple People meetings All Day Events On the toolbar, click Appointment . In the To field, type a user name, then press Enter. Repeat for additional users. Include any resource IDs (such as conference rooms) in the To field. If necessary, type user names in the CC and BC fields. or To select user names or resources from a list, click Address on the toolbar to use the Address Selector to add users. For more information on how to use the Address Selector, see . Your name is automatically added to the To field of the appointment. When you send the appointment, it is automatically added to your calendar. If you do not want to be included in the message, delete your name from the To field. Type the Place description in the Place field. If more than one place is added to an appointment as a resource, only the first one will be displayed in the Place field. Specify the start date. Specify a start time and duration. Duration can be in minutes, hours, or days. Specify how you want the appointment to appear as from the Show As drop-down menu. Appointments can appear as Busy , Free , Out of the Office , or Tentative . Type a subject and message. If you want, change the font of the message text. For information, see . If you want to make sure the people and resources for the appointment are available, you can do a busy search by clicking the Busy Search tab. For more information, see . You can specify many options, such as making this appointment a high priority, requesting a reply from recipients, and more, by clicking the Send Options tab. Click Send on the toolbar. ../performing_busy_searches.html Using Busy Search to Check Availability Busy Search availability for appointments Busy Search free/busy availability status appointments checking availability for finding available meeting times meetings In an appointment you are creating, specify user names and resource IDs in the To field. Specify the first possible day for the meeting in the Start Date field. Specify the meeting's duration. Click the Busy Search tab. You can accomplish the following tasks on the Busy Search tab: View which attendees have conflicting appointments: Attendees who have a conflict with the selected time are displayed with their names crossed out in the To section. Change the time of the appointment: Click a new time in the calendar to schedule the appointment for a different time. Highlight the appointments for a specific user: Click the name of the user in the To section whose appointments you want to highlight. Hide a user’s appointments from being displayed: Click the icon next to the user whose appointments you want to hide. Display all users’ appointments: Click Show Appointment to display all the appointments for each user in the To section. Update the calendar with current appointments: Click Update to display the current appointments for each user in the To section. Move to a different date on the calendar: Click the left-arrow and right-arrow icons to move to a different date on the calendar. To remove a user or resource from the list, click the Appointment tab. In the To field, click the user name or resource to remove, then press Delete. This is useful if you want to include several conference rooms in the search to find one that is available, then eliminate those you do not want. Complete the appointment, then click Send . ../rescheduling_appointments.html Rescheduling an Appointment appointments rescheduling rescheduling calendar items If you want to make changes to the people and resources for the appointment, you can reschedule an appointment. Click the Sent Items folder in the Folder List. Select the appointment you want to reschedule and open it. In the Appointment window, click Resend on the toolbar. Select Retract Original Item? to delete your original appointment. Make your changes, then click Send on the toolbar. ../canceling_appointments.html Canceling an Appointment appointments canceling canceling appointments deleting items calendar items canceling You can cancel an appointment if you scheduled it or if you have the necessary Proxy rights to the scheduler's Mailbox. In your calendar, right-click the appointment you want to cancel, then click Delete . Select Delete From All Mailboxes to remove it from other users’ mailboxes. Leave this option deselected if you only want to delete it from your own mailbox. (Optional) Type a message explaining the cancellation. Click OK . ../schedule_recurring_appt.html Scheduling a Recurring Appointment appointments scheduling scheduling appointments appointments recurring You can schedule daily, weekly, monthly, or yearly recurring appointments. On the toolbar, click Appointment . Specify your meeting information, then select Recurrence . In the dialog box that appears, specify the following information: When: Select Daily , Weekly , Monthly , or Yearly . Frequency Settings: Select the frequency settings for the recurring appointment. The options in this section differ depending on how often the appointment recurs. Date Range: Specify when the appointment starts and when the appointment ends. You can specify the number of occurrences or an end date. Click OK . Click Send on the toolbar to send the appointment. ../canceling_recurring.html Canceling a Recurring Appointment appointments canceling canceling appointments appointments recurring deleting items You can cancel a recurring appointment if you scheduled it or if you have the necessary Proxy rights to the scheduler's Mailbox. In your calendar, right-click the recurring appointment you want to cancel, then click Delete . Select one of the following options: Delete From All Mailboxes to remove the appointment from the mailboxes you sent it to. Leave this option deselected if you only want to delete the message from your own mailbox. Delete From This Mailbox: Removes the appointment from your mailbox. Delete From Recipients Mailboxes: Removes the appointment from the mailboxes of all recipients. Delete From All Mailboxes: Removes the appointment from your mailbox and from the mailboxes of all recipients. (Optional) In the Retract Comment field, specify a message explaining the cancellation. Click All Instances to delete all instances of the recurring appointment, click This Instance Forward to delete the current instance and all future instances of the appointment, or click This Instance to delete only the current instance of the recurring appointment. ../sending_notes.html Sending Reminder Notes ../scheduling_personal_notes.html Scheduling a Reminder Note for Yourself scheduling items reminder notes reminder notes scheduling birthday reminders posted items reminder notes A reminder note to yourself is called a personal reminder note. Personal reminder notes are placed in your Calendar on the date you specify. They are not placed in your Mailbox or in any other user's Mailbox. In the Day view of your Calendar, type the reminder note message in the Add a note field of the Notes section, then press Enter. or On the toolbar, click Reminder Note . Select a date. Type a subject and the reminder note message. Click Post on the toolbar. To access the information later, open your Calendar and select the date the information appears on. Double-click the reminder note in the Reminder Notes List. ../scheduling_notes_for_others.html Scheduling a Reminder Note for Other Users notes scheduling scheduling items reminder notes reminder notes scheduling On the toolbar, click Reminder Note . In the To field, type a user name, then press Enter. Repeat for additional users. If necessary, type user names in the CC and BC fields. or To select user names or resources from a list, click Address on the toolbar to use the Address Selector to add users. For more information on how to use the Address Selector, see . In the Start Date field, select the date this reminder note should appear in the recipients' Calendars. You can specify many options, such as making this reminder note a high priority, requesting a reply from recipients, and more, by clicking the Send Options tab. Type a subject and the reminder note message. Click Send on the toolbar. ../receiving_calendar_items.html Receiving Calendar Items ../accepting_declining_calendar_items.html Accepting or Declining Calendar Items calendar items calendar items accepting/declining accepting items accepting items appointments accepting items tasks accepting items reminder notes declining items declining items appointments declining items tasks declining items reminder notes appointments accepting/declining tasks accepting/declining reminder notes accepting/declining Open the appointment, task, or reminder note. Click Accept or Decline on the toolbar. (Optional) Type a message in the Comments to sender field. By default, the sender can view your comment by viewing the item properties in the Sent Items folder. However, for a more noticeable indication when someone declines an item, the sender can select to receive a notification, as described in . (Optional) Select the calendar where you want the message displayed. Click Accept (or Decline ) to close the window If the calendar item is set as a recurring event, you are prompted to accept/decline all events or just this event. ../delegating_items.html Delegating Calendar Items appointments delegating tasks delegating reminder notes delegating delegating calendar items Use Delegate to reassign a scheduled item to someone else. The sender can determine who you delegated the item to by looking at the item’s properties. Double-click an appointment, task, or note to open it. Click Delegate to open a Delegate form. In the To field, type a user name, then press Enter. or To select user names or resources from a list, click Address on the toolbar to use the Address Selector to add users. For more information on how to use the Address Selector, see . Type any additional comments to the recipient. Click Send on the toolbar. ../saving_calendar_items.html Saving Calendar Items saving calendar items calendar items saving Saved items remain in your Calendar as well as being copied to the location you specify. Items are saved in HTML format with a .html extension so that they can also be opened in your Web browser. Attachments are saved in their original format. Open the item you want to save, then click File > Save Page As . Type a name for the file in the Name field. Select the location from the Save in folder drop-down menu. or Select Browse for other folders for a different location. Click Save . ../moving_appointments.html Moving an Appointment to a Different Calendar appointments moving moving appointments Items on the calendar can be moved to other calendars. Select the calendar item to move. Click and drag the item to the new calendar. The icon with the item changes from red to green when it is in a valid location. ../using_published_calendars.html Publishing Personal Calendars on the Internet Internet published calendars calendars on the Internet publishing on the Internet personal calendars availability for appointments calendar publishing free/busy availability status ../publishing_calendars.html Publishing a Personal Calendar You cannot publish the main GroupWise Calendar; you can only publish a personal or shared calendar. Published calendars display as part of a Web address for identification. Special characters like “!”, “@”, “#”, “{“, should not be used as part of the calendar name, because it might cause the calendar to display incorrectly in the Calendar Publishing Host. In the Calendar Folder List, right-click the calendar you want to publish, then click Publish . Select Publish . Select the time period. Select Entire Calendar to send your entire calendar. or Select Previous to send part of your calendar. If you select Previous , you must specify a range of days to send. Select Include Private Items to include private items. To send someone a link to your published calendar, click Send Publish Link . If you click Send Publish Link , a new email message is opened with a link. Select who you want to send the message to, then click Send . Click Save , then click Close . ../modifying_published_calendars.html Modifying a Published Calendar’s Settings In the Folder List, right-click the published calendar, then click Publish . Modify any publish options. For more information, see through of . Click Save , then click Close . ../unpublishing_calendars.html Unpublishing a Calendar When you unpublish a calendar, the published calendar no longer displays in the list of published calendars on the Calendar Publishing Host. If anyone has subscribed to your calendar, they no longer receive updates to your calendar and they might receive an error message. In the Folder List, right-click the published calendar, then click Publish . Deselect Publish , click Save , then click Close . ../publishing_free_busy_schedule.html Publishing Your Free/Busy Schedule free/busy schedule publishing on the Internet free/busy schedule Free/busy information in GroupWise can be published to allow access for other users. The free/busy information can be accessed by other GroupWise users or any other users who can accept a .ifb file type. On the main WebAccess page, click the Options icon, then click Options . Click the Calendar tab. Select Publish my free/busy information . Click Send Free/Busy Publish Location . If you click Send Free/Busy Publish Location , a new email message is opened with a link. Select who you want to send the message to, then click Send . Click Save , then click Close . ../printing_calendar_items.html Printing a Calendar printing calendars calendar items managing calendars printing Click Print View in the top right corner of a Calendar View to open a printer-friendly version of the calendar. Do not use File > Print in your Web browser. The graphical calendar displayed in WebAccess cannot be printed as it displays on the screen. Click Print this page to display a printable list of your appointments, notes, and tasks. Select print options and print the calendar as you normally would in your Web browser. ../tasks.html Tasks and the Tasklist tasklists checklists ../understanding_tasklist_folder.html Understanding the Tasklist Folder Tasklist folder The Tasklist folder is a system folder that is used to keep track of GroupWise tasks and other items that require action. Think of it as a master list of all your tasks. When you post or accept a task, it automatically appears in the Tasklist folder. In addition, any item type (mail, appointment, task, reminder note, phone message) can be placed in the Tasklist folder. For example, you can place an email in the Tasklist folder to remind yourself that you need to act on it. The Tasklist replaces the Checklist folder in previous versions of GroupWise. Checklist items appear in the Tasklist folder, but are not converted to tasks. Items in the Tasklist folder do not always appear on the Calendar. Only items with a due date appear on the Calendar. If you want an item in the Tasklist folder to appear on your Calendar, you must assign that item a due date, as explained in . After you have placed an item in the Tasklist folder, you can: Change its position in the Tasklist ( ) Assign it a due date ( ) Mark it as complete ( ) ../using_tasks.html Using Tasks tasks ../assigning_tasks.html Assigning a Task tasks assigning ../assigning_tasks_to_others.html Assigning a Task to Other Users priority tasks On the toolbar, click New Task . In the To field, type a user name, then press Enter. Repeat for additional users. If necessary, type user names in the CC and BC fields. or To select user names or resources from a list, click Address on the toolbar to use the Address Selector to add users. For more information on how to use the Address Selector, see . Specify the date you want the task to begin and the date and time you want the task to be completed. Type the subject. (Optional) Type a priority for the task. The task priority can consist of a character followed by a number, such as A1, C2, B, or 3. Type a description of the task. (Optional) Click the Send Options tab to specify other options, such as making this task a high priority, requesting a reply from recipients, and more. Click Send on the toolbar. ../assigning_tasks_to_yourself.html Assigning a Task to Yourself personal items tasks posted items tasks On the toolbar, click New Task. Next to the To field, click the single user button. Specify the date you want the task to begin and the date and time you want the task to be completed. Type a subject. (Optional) Type a priority for the task. The task priority can consist of a character followed by a number, such as A1, C2, B, or 3. Type a description of the task. (Optional) Click the Send Options tab to specify other options, such as making this task a high priority, requesting a reply from recipients, and more. Click Post on the tool bar. ../tracking_completion.html Tracking Task Completion tasks tracking tracking item status ../marking_items_completed.html Marking an Item As Complete complete, marking items marking items complete Click Calendar on the Nav Bar. Tasks can also be marked as complete in the Tasklist folder. See for more information. In your Tasks section, select the check box next to the task. To unmark a task that has been marked as complete, deselect the marked check box next to the task. ../checking_completion_status.html Checking the Completion Status of a Task You Sent completion status of tasks status tasks properties task Click the Sent Items folder in the Nav Bar. If you also assigned the task to yourself, you can find it in the Calendar or in the Tasklist folder. Right-click the task you want to check, then click Properties . ../using_tasklist_folder.html Using the Tasklist Folder Tasklist folder ../moving_items_from_another_folder.html Moving an Item from Another Folder to the Tasklist Folder moving items to tasklists due dates A common way to place items in the Tasklist folder is to move those items from other folders. For example, you might receive an appointment for a meeting where you are expected to give a brief presentation. You can add that appointment to your Tasklist folder so it reminds you that you have a presentation coming up. Open the folder containing the item you want to make into a task, then open that item. Click Move . Click the Tasklist folder. You can move the task to the top or bottom of the list by using the arrows in the right corner of your Tasklist page. Open the newly moved item, the click Tasklist . Select Activate Tasklist due date and select a due date. Click Save . In the Calendar, the items display with a check box to the left of them. When you complete an item in the Tasklist, you can mark it complete by selecting the check box. ../assigning_due_dates.html Assigning a Due Date and Time to a Tasklist Item tasks due dates for due dates Open an item in the Tasklist folder. Select due on , then select a date and time. Click Save . ../reordering_tasklist_folder.html Reordering the Tasklist Folder reordering tasklists ../moving_items_up_down.html Moving Items Up or Down in the Tasklist Open the Tasklist folder. Select the item you want to move. (Conditional) To move the item up in the list, click the up-arrow located above the Folder List until the item is in the desired position. (Conditional) To move the item down in the list, click the down-arrow located above the Folder List until the item is in the desired position. ../moving_top_bottom.html Moving an Item to the Top or Bottom of the Tasklist Open the Tasklist folder. Select the item you want to move. (Conditional) To move the item to the top of the list, click the Move to top arrow located above the Folder List. (Conditional) To move the item to the bottom of the list, click the Move to bottom arrow located above the Folder List. ../using_address_books.html Contacts and Address Books address books contacts ../understanding_address_books.html Understanding Address Books ../groupwise_address_books.html GroupWise Address Book address books types of The GroupWise Address Book is the address book configured and maintained by the GroupWise administrator. Use this address book to view information about everyone in your GroupWise system. Because the GroupWise Address Book is generally quite large, you might want to search for names or use predefined Finds to find the name you are looking for, rather than scrolling through the entire address book. For more information, see . You can view information about contacts in the GroupWise Address Book, but you cannot edit this information. ../frequent_contacts_address_book.html Frequent Contacts Address Book address books types of Frequent Contacts address book Use the Frequent Contacts address book to access your most frequently used or most recently used entries. When you use an address in a message, the entry is copied to the Frequent Contacts address book if the book’s options are set to do so. Addresses added by the GroupWise Windows client also appear in the GroupWise WebAccess Frequent Contacts address book. Although the Frequent Contacts address book is created by GroupWise, it is considered a personal address book because you can edit the information for contacts. After an entry is placed in Frequent Contacts, it remains there until you delete it. The entry also remains in its original address book. ../personal_address_books.html Personal Address Books address books types of personal address books You can create, edit, save, and rename multiple address books for your personal use. For information on creating a personal address book, see . You can add and delete names and address information for any contact (person, organization, or resource) you want in your personal address books. When you create multiple address books, you can include the same name and address in several books. Personal address books list addresses according to your preferences. For example, you can include Internet addresses or no address at all for the people you add to your personal address books. You can also create personal groups. If you save a list of people as a group, you only need to type the group name in the To box to send the entire group a message. ../using_address_selector.html Using the Address Selector ../addressing_items_with_address_selector.html Addressing an Item with the Address Selector filtering addresses in address books Address Selector name completion Use the Address Selector to address items you are composing. By default, the Address Selector simultaneously searches all address books and all types of entries (groups, contacts, and resources). You can refine your search to include only specific address books and specific types of entries. For more information about the Address Selector, see . In an item you are composing, click Address on the toolbar. The Address Selector is displayed. In the provided field, specify the group, contact, or resource that you want to send the item to. or Click the Plus icon to refine your search by Name , First Name , Last Name , Department and Email Address ; by begins with , equals , not equal ; and by the address book and the type of entry. For example, you can use the begins with filter to display only entries with last names that begin with “D.” Click Find . Select the group, contact, or resource when it appears in the search result, then click To , CC , or BC . or Select To , CC , or BC , then double-click each user that you want add as a message recipient in the way that is currently selected. (Optional) If you want to save the list of addressees as a group, click Save Group , specify the address book, group name, and description, then click Save . Click OK . ../contacts_using_contacts_folder.html Using the Contacts Folder Contacts folder The Contacts folder in the GroupWise Folder List, by default, represents the Frequent Contacts address book. Clicking the QuickViewer icon on the toolbar allows you to quickly view and edit details for a contact, group, resource, or organization. ../managing_contacts.html Managing Contacts contacts managing managing contacts Each contact in the Contacts folder is marked with . When you double-click a contact, the contact item view displays. ../adding_contacts.html Adding a Contact address books adding contacts to contacts adding to address books addresses adding to address books Frequent Contacts address book adding entries to You can add a contact to either the Frequent Contacts address book or a personal address book. On the main WebAccess page, click Contacts on the Nav Bar. Select the address book you want to add the contact to. Click the drop-down arrow next to Contact on the toolbar, then click Contact . In the name fields, specify the contact’s First , Middle , and Last names. In the Display Name field, specify the name you want to use for the contact. Information in the Display Name field displays in the contact list. Specify any other information you want to record about the contact by clicking the following tabs: Summary: (This tab is available only when you modify a contact) Displays a summary of the information contained in the other pages. Contact: Use this page to specify the contact’s name, photo, email address, multiple phone numbers, and instant messaging ID. Details: Use this page to specify the contact’s profession, department, assistant, birthday, anniversary, spouse, children, hobbies, and any Internet addresses associated with the contact. To specify an Internet address for the contact’s office, personal, or Free/Busy information, specify the address in the appropriate fields. Address: Use this page to specify the contact’s office, home, and any other addresses. Notes: Use this page to view information about your interaction with this contact that you entered in the GroupWise Windows client. This page can function like a contact journal. History: (This tab is available only when modifying a contact) Displays all the items you have sent to or received from this contact. Click Save & Close . ../modifying_contacts.html Modifying a Contact You can modify a contact’s information in either the Frequent Contacts address book or a personal address book. In order to modify a contact from your corporate address book, you must first copy the contact to either your Frequent Contacts address book or a personal address book. Click the Contacts tab on the Nav Bar. Select the address book you want to modify the contact in. In the contact list, double-click the contact you want to modify. Make any needed modifications to the contact. For information about the contact details you can enter on each tab, see in . Click Save & Close . ../deleting_contacts.html Deleting a Contact deleting contacts contacts managing Frequent Contacts address book managing You can delete a contact in either the Frequent Contacts address book or a personal address book. You cannot delete a contact from your corporate address book. Click the Contacts tab on the Nav Bar. Select the address book you want to delete the contact in. In the contact list, click the contact, then click Delete . ../changing_contacts_display_names.html Changing the Display Name of a Contact display name, changing contacts managing The display name is the name that displays when you begin typing in the To (or BC or CC ) field of a message. When you begin typing a name, for example “Ta,” Name Completion fills in the rest of the name with a name from the address book, for example “Tabitha Hu.” However, if there are two Tabitha Hus in the address book, one in Accounting and one in Facilities, it might be difficult for you to know which name Name Completion has filled in, unless you take the time to look at more properties. You can change the display name so that it’s easy to know which name Name Completion has filled in. For example, if you only correspond with Tabitha Hu in Accounting, you could change the display name to Tabitha--Accounting. Click the Contacts tab on the Nav Bar. Click the address book you want to modify the contact in. Double-click a contact. Type a new name in the Display Name field. Click Save & Close . ../viewing_all_correspondence.html Viewing All Correspondence with a Contact contacts viewing correspondence with Click the Contacts tab on the Nav Bar. Click the address book you want to use. Double-click a contact. Click the History tab. All items you have received from or sent to this contact are displayed. ../journaling.html Journaling Interactions with Contacts journaling contacts viewing correspondence with Like a journal, the notes feature has the ability to log your various interactions with your contacts. Click the Contacts tab on the Nav Bar. Click the address book you want to use. Double-click a contact. Click the Notes tab. Add the information pertaining to the contact in the Comments field. Click Save & Close . ../managing_groups.html Managing Groups groups, personal managing personal groups Each group in the Contacts folder is marked with . When you double-click a group, the group item view displays. ../creating_personal_groups.html Creating and Saving a Personal Group groups, personal creating On the main WebAccess page, click the Contacts tab. Click the personal address book you want to add the group to. Click Group . Specify the following information: Select Address Book: Click the drop-down list if you want to add the group to a different address book than the one that is already selected. Group Name: Specify a name for the group. Members: Begin typing the name of a member that you want to add to the group, then click Add (or press Enter) when the name appears. Repeat for each user you want to add to the group. You can click Address Selector to search for and select each user, as described in . Comments: Specify any comments concerning the group, such as a description of the group. Click Save & Close to save the group in the personal address book. ../modifying_a_group.html Modifying a Group You can modify the group name, membership, and comments after the group is already created. On the main WebAccess page, click the Contacts tab. Click the personal address book that contains the group that you want to modify. Double-click the group that you want to modify. Groups are marked with . Make the desired modifications, then click Save & Close . ../adding_contacts_to_a_group.html Adding Contacts to a Group contacts adding to groups distribution lists, adding contacts to If you are adding contacts to a group, such as a corporate distribution list, you must have the proper rights granted to you by the GroupWise administrator. On the main WebAccess page, click the Contacts tab. Click the personal address book that contains the group that you want to add contacts to. Double-click the group that you want to add contacts to. Groups are marked with . In the Members section, begin typing the name of a member that you want to add to the group, then click Add (or press Enter) when the name appears. Repeat this step for each user you want to add to the group. Click Save & Close . ../deleting_contacts_from_groups.html Deleting a Contact from a Group deleting contacts contacts managing groups, personal managing On the main WebAccess page, click the Contacts tab. Click the personal address book that contains the group that you want to remove contacts from. Double-click the group that you want to remove contacts from. Groups are marked with . In the Members section, select the users you want to remove from the group, then click Remove . Click Save & Close . ../addressing_items_to_groups.html Addressing Items to a Group groups, personal addressing items to addresses adding to items In an item view, click Address on the toolbar. The Address Selector is displayed. Specify the group name that you want to send the item to, then click Find . (Optional) Click the Plus icon to refine your search by Name , First Name , Last Name , and Department ; by begins with , equals , not equal ; and by the address book and the type of entry. Select a group, then click To , CC , or BC . Click OK to return to the item view. ../viewing_group_information.html Viewing Group Information groups, personal viewing On the main WebAccess page, click the Contacts tab. Click the address book that contains the group whose information you want to view. Double-click the group whose information you want to view. Click Cancel when you are finished viewing the information. ../managing_resources.html Managing Resources resources personal resources Resources are items that can be scheduled for meetings or other uses. Resources can include rooms, computer projectors, cars, and more. The GroupWise administrator defines a resource by giving it an identifying name and assigning it to a user. Resources can be included in a busy search, just as users can. Resource IDs are entered in the To box. A user assigned to manage a resource is the owner of that resource. The owner of a resource is responsible for accepting and declining appointments for the resource. In order to do so, the owner must have full proxy rights to the resource. As a resource owner, you can select to receive notification of appointments for the resource. Each resource in the Contacts folder is marked with . When you click a resource, the resource item view displays. ../accepting_declining_resource_requests.html Accepting and Declining Resource Requests resources accepting/declining requests accepting items resource requests declining items resource requests You can accept or decline requests for a resource only if you are the owner and have been granted Read and Write rights. On the main WebAccess page, click Proxy on the toolbar. Click the resource you own. If the resource you own isn’t listed, type the name of the resource you own, then click Login . Click the item you need to accept or decline. Click Accept or Decline on the toolbar. ../adding_personal_resources.html Adding a Personal Resource personal items resources Frequent Contacts address book adding entries to You can add a personal resource to either the Frequent Contacts address book or a personal address book. On the main WebAccess page, click the Contacts tab in the Nav Bar. Select the personal address book you want to add the resource to. Click the drop-down arrow next to Contact , then click Resource . In the Name field, specify the name for the resource. Specify any other information you want to record for the resource. In the Comments field, specify any comments you might have for the resource. For example, you might want to specify how big a conference room is or what type of equipment is in the room. Click Save & Close . ../modifying_personal_resources.html Modifying a Personal Resource On the main WebAccess page, click the Contacts tab in the Nav Bar. Select the personal address book that contains the resource that you want to modify. Double-click the resource. Modify any information as needed. Click Save & Close . ../deleting_personal_resources.html Deleting a Personal Resource deleting resources resources managing On the main WebAccess page, click the Contacts tab in the Nav Bar. Select the personal address book where the resource is located, then search for the resource. Select the resource, then click Delete . ../managing_organizations.html Managing Organizations organizations personal organizations Each organization in the Contacts folder is marked with the Organization icon. When you click an organization, the organization item view displays. ../adding_personal_organizations.html Adding a Personal Organization personal items organizations organizations adding Frequent Contacts address book adding organizations to You can add an organization to your Frequent Contacts address book or a personal address book. On the main WebAccess page, click the Contacts tab in the Nav Bar. Select the personal address book you want to add the organization to. Click the drop-down arrow next to Contact , then click Organization . In the Organization field, specify the name of the organization. Specify any other information you want to record for the organization. Click Save & Close . ../modifying_personal_organizations.html Modifying a Personal Organization personal items organizations organizations editing On the main WebAccess page, click the Contacts tab in the Nav Bar. Select the address book where the organization that you want to modify is located. Search for the organization. Double-click the organization Modify any information as needed. Click Save & Close . ../deleting_personal_organizations.html Deleting a Personal Organization organizations deleting personal items organizations deleting organizations On the main WebAccess page, click the Contacts tab in the Nav Bar. Select the address book where the organization that you want to delete is located. Select the organization, then click Delete . Click OK . ../using_frequent_contacts.html Using Frequent Contacts to Address an Item Frequent Contacts address book addressing items from addressing items Use the Frequent Contacts address book to access your most frequently used or most recently used entries. When you use an address in a message, the entry is copied to the Frequent Contacts address book. After an entry is placed in Frequent Contacts, it remains there until you delete it. The entry also remains in its original address book. Click Address in an item you are composing. The Address Selector is displayed. Click the Plus icon next to the Find field. In the All Address Books drop-down list, select Frequent Contacts . Search for and select the users you want. Click To , CC , or BC for the selected users. Click OK . The Frequent Contacts address book can be closed, but it cannot be deleted. ../sending_mail_to_contact.html Sending Mail to a Contact from the Contacts Folder contacts sending email email from the contacts folder Click Contacts on the Nav Bar. Click the address book that contains the contact that you want email. Select the contact that you want to email, then click Send Mail in the toolbar. Finish composing the email, then click Send . ../working_with_address_book.html Working with Address Books address books personal address books ../opening_address_books.html Opening an Address Book address books managing opening address books Using the Address Book, you can open contacts to view details, select names to send an item to, create and modify groups, and create and delete contacts. The Address Book also provides you with advanced options, such as creating and modifying personal address books and changing your Name Completion search order. Click the Contacts tab on the Nav Bar to display the GroupWise Address Book, Frequent Contacts address book, and any personal address books you have created. Click the address book that you are interested in. ../creating_personal_address_books.html Creating a Personal Address Book personal address books address books creating address books personal On the main WebAccess page, click the Contacts tab in the Nav Bar. Click the drop-down arrow next to Contact , then click Address Book . Type a name for the new book and a description (optional), then click Save & Close . ../editing_personal_address_books.html Editing a Personal or Frequent Contacts Address Book Frequent Contacts address book managing personal address books address books personal ../copying_personal_address_books.html Copying a Personal Address Book copying address books address books managing personal address books On the main WebAccess page, click the Contacts tab in the Nav Bar. Right-click the address book that you want to copy, then click Save As . Type a name for the new book and a description (optional), then click Save & Close . ../copying_entries_between_address_books.html Copying Entries to Another Personal Address Book copying address book entries addresses copying copying contacts contacts copying personal address books You cannot copy names to the GroupWise address book. On the main WebAccess page, click the Contacts tab in the Nav Bar. Click an address book, then search for the entries you want to copy. Select each entry you want to copy. Click Copy . Select the personal address book you want to copy the names to, then click OK . ../renaming_personal_address_books.html Renaming a Personal Address Book address books managing personal address books On the main WebAccess page, click the Contacts tab in the Nav Bar. Click Address Book Options . Right-click the personal address book you want to rename, then click Modify . You cannot rename the Frequent Contacts address book. Type the new name, then click Save & Close . ../deleting_entries_from_personal_address_books.html Deleting Entries from a Personal Address Book deleting address book entries addresses managing personal address books On the main WebAccess page, click the Contacts tab in the Nav Bar. Click an address book, then search for the names you want to delete. Select each name you want to delete. Click Delete . ../deleting_personal_address_books.html Deleting a Personal Address Book deleting address books and addresses address books managing personal address books On the main WebAccess page, click the Contacts tab in the Nav Bar. Right-click the personal address book that you want to delete, then click Delete . Click OK . After it is deleted, a personal address book cannot be recovered. ../accepting_shared_address_books.html Accepting a Shared Address Book sharing address books accepting items shared address books address books sharing In the GroupWise Windows client, users can share address books with other users. In GroupWise WebAccess, you cannot share an address book with other users, but you can receive shared address books. When you accept a shared address book, it appears in your Address Book list along with the GroupWise Address Book, Frequent Contacts address book, and personal address books. On the main WebAccess page, click the Mailbox tab in the Nav Bar. Click the shared address book notification to open it, or right-click it, then click Open . Click Accept Address Book to add the address book to the Address Book list. You can now use the shared address book to address items or look up user information, just as you would in other address books. ../viewing_address_book_items.html Viewing People, Groups, Organizations, or Resources in an Address Book contacts viewing contact information groups, personal viewing information for organizations viewing information for resources viewing information for predefined filters filtering addresses in address books address books filtering addresses in Frequent Contacts address book filtering for number of references To view groups, organizations, or resources in an address book: On the main WebAccess page, click the Contacts tab in the Nav Bar. Click an address book. Click the Filter icon to filter the list by people, groups, resources, or organizations. In the search field, begin typing the name of the person, group, resource, or organization that you are searching for. The list is filtered as you type. The Address Book uses the following icons to identify contacts, resources, groups, and organizations: Contacts Resources Groups Organizations ../searching_for_users.html Searching for Address Book Entries addresses finding finding addresses ../searching_address_book_items.html Narrowing Your Search filtering addresses in address books address books filtering addresses in address books filtering addresses in users finding in address books resources finding in address books organizations finding in address books groups, personal finding in address books Searching in an Address Book You can filter your search in an address book by user, group, organization, or resource. On the main WebAccess page, click the Contacts tab in the Nav Bar. Select the address book you want to search. In the search field, begin typing what you are searching for. Name Completion completes the name. Searching in an Item You Are Composing You can filter your search by user, group, or resource, as well as begins with, equals, or does not equal. For example, you can use the begins with filter to display only entries with last names that begin with “D.” In an item you are composing, click Address in the toolbar. The Address Selector is displayed. For information on how to use the Address Selector, see . ../defining_name_completion.html Defining the Name Completion Search Order name completion search order for name completion autotext disabling name completion On the main WebAccess page, click Options in the upper-right corner. Click the General tab. In the Available books box, click or Ctrl-click the books you want Name Completion to search, then click Add . To change the search order of an address book, select the address book in the Selected Books list, then click Move Down or Move Up . Click Save , then click Close . The default sort order is by First, Last name. Selecting Enable Last, First name sort order in the WebAccess options will override the default settings and change the appearance of your search results. ../find.html Finding Items finding searching, see “finding” GroupWise WebAccess includes two features to help you search your email, appointments, and other GroupWise items. Find: The Find tool is displayed in the upper right corner of a folder and finds items within a folder. Advanced Find: Advanced Find ( Find on the tool bar) enables you to specify a number of criteria to help you locate the item you need. ../understanding_groupwise_searches.html Understanding GroupWise Searches search criteria Like other search engines, the GroupWise search engine creates an index of whole words that are contained in the items being searched. When you use Advanced Find, GroupWise uses your search criteria and attempts to match them with the words in the search index. Because Advanced Find searches for whole words, it does not locate partial words or punctuation. Basic Find, on the other hand, recognizes consecutive characters, even if they are not whole words, as long as the characters exist in exactly the same order you enter them in the Find search box. For example, if you are looking for an email with “Project status meeting next Tuesday” as the subject, you can search for any or all of the words in the subject in either the Find or the Advanced Find tool. You use different search criteria to find that email in each search tool: Tool Example Finds Advanced Find (by subject) meeting tuesday All items with either “meeting” or “tuesday” in the subject. Find meeting tuesday All items with the phrase “meeting tuesday” together in exactly that order in the subject. Find meeting *day All items with “meeting” followed immediately by a day of the week in the subject. ../searching_with_quick_find.html Searching for a Word or Phrase Using Basic Find finding items When you use Find, all items that do not match the criteria you select are hidden from view. Find does not actually move or delete items; it displays certain items based on the criteria you specify. When you clear the Find criteria, the hidden items are displayed. Open the folder you want to search. Type a word or phrase in the Search field the upper right corner of the page. The word or phrase can be any set of consecutive characters contained in the item you are trying to find. Select your search scope: This Folder In All Folders In All Folders (others have shared with me) Choose the item you want from the list of items. To clear the Find criteria, click the name of the folder in the folder list. ../searching_with_criteria.html Searching with Criteria search criteria On the main WebAccess page, click Find on the toolbar To search for specific text, select Full Text or Subject , then type what you are looking for in the field. To search for a name, select From or To/CC , then type the name in the field. Select each item type you are looking for, then select each item source you are looking for. To search for items based on the date they were created or delivered, in the Date range section, select Created or delivered between , then select the appropriate dates. To search for items that are marked with a certain category, select the category in the Item Categories section. In the Search in list box, click the folders or libraries you want to search in. You might need to click the plus sign next to your user folder to expand the folder structure. All of your folders are searched by default. To speed up your search, select only the folders you want to search. Click Find . ../narrowing_searches.html Narrowing a Search narrowing searches You can use Advanced Find to narrow your search. In the first field of the Search window, type the uncommon words you notice in the item. If you search for common words, the results of your search are probably too large to be very helpful. To increase the speed of your search, select the folders that probably contain the item you are looking for. If you cannot find the document or message, check your search criteria for misspelled words. Also, check the syntax of your search to make sure you are telling Search to search for exactly what you want. ../viewing_find_results_folder.html Viewing the Results of a Search Find Results folders opening Find Results folders Although you cannot create new Find Results folders in WebAccess, you can use folders that you created in the GroupWise Windows client. However, to ensure that you are viewing the most recent information in the folder and not a cached copy, you should click the Update icon in the toolbar before opening a Find Results folder. To see your search results at any time, select the folder. ../finding_text.html Finding Text in Items finding text in items In an open item, press Ctrl+F to use your browser’s Find utility. If you need help, consult your browser’s help, which is usually accessed by pressing F1. ../rules.html Rules rules ../actions_rules_can_perform.html Actions a Rule Can Perform The following table shows the actions you can perform by setting up rules: automatically moving items to folders automatically declining calendar items declining items rules for deleting rules for replying rules for automatically replying to items Actions a Rule Can Perform Action Result Vacation Sends an automatic reply to the sender of any new items. For example, if you need to be out of the office for several days, your rule could send a reply indicating when you’ll be back. Replies are sent only once per sender. Delete Deletes or declines any item when the rule conditions are met. For example, your rule could decline any appointment scheduled for a certain day of the week if you are always unavailable for meetings on that day. Forward Forwards items to one or more users when the rule conditions are met. For example, if you are on a core team, you can have a rule forward meeting minutes to extended team members. Move to Folder Moves items to a folder when the rule conditions are met. For example, you might want all items with certain words in the Subject box moved to a common folder. Reply Sends a prepared reply to the sender when the rule conditions are met. For example, if you need to be out of the office for several days, your rule could send a reply to incoming items indicating when you’ll be back. You can also use Define Conditions to prevent replies going to mail list servers and other large groups. ../creating_rules.html Creating a Rule rules creating ../creating_basic_rule.html Creating a Basic Rule automatically delegating items automatically deleting items deleting items automatically On the main WebAccess page, click the Options icon, then click Options . Click Rules . Select the type of rule you want to create. Click Create to display the Create Rule form. Type a name in the Rule name field. If you want to further restrict the items affected by the rule, select the appropriate options in the Define Optional Conditions section. For more information, see . Define the actions you want the rule to perform. Some actions, such as Move to Folder and Reply, require you to fill in additional information. Click Save . For a rule to function, it must be enabled. See . ../creating_vacation_rule.html Creating a Vacation Rule rule types, common vacation notifications rule types, common out of office notifications rule types, common auto-reply replying automatically vacation rules out of office rules auto-reply rules automatically replying to items holidays On the main WebAccess page, click the Options icon, then click Options . Click Rules . Select Vacation from the drop-down menu of the Type field, then click Create . Enter a subject, message, start date, and end date. (Optional) Select Reply to External Users. Click Save . ../creating_rule_to_forward_mail.html Creating a Rule to Forward All Mail to Another Account forwarding rules for rule types, common forwarding to another email account automatically forwarding items On the main WebAccess page, click the Options icon, then click Options . Click Rules . Select Forward from the drop-down menu of the Type field, then click Create . Type a name in the Rule name field, such as Forward Rule. Use Define Optional Conditions to add specific information to your rule. In the first condition field, select To. This tells the rule to check the To: line in each incoming item. In the second condition field, select Matches . This tells the rule that the text in the incoming item’s To: line must match the text you type in the next condition field. In the last condition field, type your name as it displays in the To: field of a mail message. For example: gsmith@corporate.com. Type the address that you want the items forwarded to in the To field. Type a subject you want to use for forwarded items, for example Fwd:. (Optional) Type a message for all forwarded items. Click Save , verify that the rule has a check mark next to it indicating that it is enabled, then click Close . ../limiting_items_affected_by_rules.html Limiting Items Affected by a Rule triggering rules Use Define Optional Condition options to further limit the items affected by a rule. On the Rules page, click the first drop-down list, then click a field. To learn about what the fields represent, see . Click the operator drop-down list, then click an operator. To learn how to use operators, see . Type the criteria for the rule. If you type criteria, such as a person’s name or a subject, you can include wildcard characters such as an asterisk (*) or a question mark (?). Text you type is not case-sensitive. To learn more about wildcard characters and switches, see . Click Save , verify that the rule has a check mark next to it indicating that it is enabled, then click Close . ../using_rule_conditions.html Using Rule Conditions ../understanding_rule_fields.html Understanding Rule Fields The following table explains the fields that are available to you when you create a rule: Available Fields for Finds and Rules Field Name This Field Refers to: Field Criteria Entry From The name of a person in the From field of an item. Specify the From field. Message Text appearing in the Message field of an item. Type part or all of the Message field. Subject Text appearing in the Subject field of an item. Specify part or all of the Subject field. To A person’s name appearing in the To field of an item. Specify a To field name. ../using_rule_operators.html Using Rule Operators operators in rules The available operators include the following: Operator Example Result Includes Contains From Contains Bill Items where the From field contains “Bill,” such as items from Bill Jones, Bill Smith, and so on. Does Not Contain From Does Not Contain Bill Items where the From field does not contain “Bill,” such as items from Bill Jones, Bill Smith, and so on. Begins With To Begins With cli Items where the To field begins with “cli,” such as “Client Group” or “Clive Winters.” Matches Subject Matches customer reports Items where the Subject field reads “Customer Reports.” ../using_rule_wildcards.html Using Rule Wildcard Characters and Switches wildcards in rules switches in rules These wildcard characters and switches are available in the Define Optional Condition section only when you select certain fields that require you to type additional text. Find and Rule Wildcard Characters and Switches Wildcard Characters and Switches What the Find or Rule Will Match AND, &, or a space All items that meet two or more conditions. For example, mountain & goat, mountain AND goat, and mountain goat all find items containing the words “mountain” and “goat.” OR or | All items that meet one of two or more conditions. For example, mountain goat and mountain OR goat both find items containing “mountain” or “goat” or both words. NOT or ! All items containing one condition but not the other. For example, mountain ! goat and mountain NOT goat both find items containing the word “mountain” but not the word “goat.” Items that contain both are not included. " All text found within quotation marks. For example, “mountain goats” finds all items containing the phrase “mountain goats.” This does not work with documents or document references. ? Matches any one character. For example, jo?n finds all items containing the word “john,” “joan,” “join,” and so on. * Matches zero or more characters. For example, mountain* finds all items containing the words “mountain,” “mountains,” “mountainous,” and so on. /NOCASE (default) Items containing a specific word, regardless of case. For example, /NOCASE ZOO finds both “Zoo” and “zoo.” /WILDCARD (default) Items containing the search terms where * and ? are treated as wildcard characters. For example, /WILDCARD jo?n finds “john”, “joan”, and “join.” ../editing_rules.html Editing a Rule rules managing On the main WebAccess page, click the Options icon, then click Options . Click Rules . Click the name of the rule you want to edit. Make changes to the rule. Click Save . ../deleting_rules.html Deleting a Rule deleting rules rules managing On the main WebAccess page, click the Options icon, then click Options . Click Rules . Click Delete next to the name of the rule you want to delete. ../enabling_disabling_rules.html Enabling or Disabling a Rule rules managing disabling rules A rule must be enabled before it can be triggered. When you disable a rule, the rule cannot be triggered. However, the rule is still listed in the Rules page so you can enable it when you need it again. On the main WebAccess page, click the Options icon, then click Options . Click Rules . In the list of active rules, select a rule to activate it or deactivate it. An enabled rule has a check mark in the box. Click Save to save the changes. ../proxy.html Mailbox/Calendar Access for Proxies proxy users mailbox access calendars accessing another user’s access rights, proxy users deputy, see “proxy” Delegate feature Use Proxy to manage another user’s Mailbox and Calendar. Proxy lets you perform various actions, such as reading, accepting, and declining items on behalf of another user, within the restrictions the other user sets. You can proxy for a user in a different post office or domain, as long as that person is in the same GroupWise system. You cannot proxy for a user in a different GroupWise system. ../receiving_proxy_rights.html Receiving Proxy Rights ../adding_removing_proxy_names_rights.html Adding and Removing Proxy Names and Rights in the Mailbox Owner’s Access List proxy users access list proxy users rights security proxy rights Before you can act as a proxy for someone, that person must give you proxy rights in his or her Access List. As a mailbox owner, you can assign each user different rights to your calendaring and messaging information. For example, if you want to let users view specific information about your appointments when they do a busy search on your Calendar, give them Read access for appointments. On the main WebAccess page, click the Options icon, then click Options . Click Proxy Access . To add a user to the list, click Add Entry . Type a user in the Name field or use the Address Selector to select a user. Select the rights you want to give to the user. Read: Read items you receive. Proxies cannot see your Contacts folder with this or any other proxy right. Write: Create and send items in your name, including applying your signature (if you have one defined). Assign categories to items, change the subject of items, and perform tasklist options on items. Subscribe to my alarms: Receive the same alarms you receive. Receiving alarms is supported only if the proxy is on the same post office as you. Subscribe to my notifications: Receive notification when you receive items. Receiving notifications is supported only if the proxy is on the same post office as you. Modify options/rules/folders: Change the options in your Mailbox. The proxy can edit any of your Options settings, including the access given to other users. If the proxy also has Mail rights, he or she can create or modify folders. Read items marked Private: Read the items you marked Private. If you don’t give a proxy Private rights, all items marked Private in your Mailbox are hidden from that proxy. Click Save . Repeat through to add each user. You can select All User Access in the Access List and assign rights to all users in the Address Book. For example, if you want all users to have rights to read your mail, you would assign Read rights to All User Access. To delete a user from the Access List, click Delete User next to the user’s name. Click Close . ../adding_removing_users.html Adding and Removing Users in Your Proxy List proxy users access list users adding/removing as proxies deleting proxy users Before you can act as a proxy for someone, that person must give you proxy rights in his or her Proxy Access List in Options , and you must add that person’s name to your Proxy List. The amount of access you have depends on the rights you are given. On the main WebAccess page, click Proxy on the toolbar. To remove a user, select the name, then click Remove . To add a user, type the name, then click Login . The user’s Mailbox is opened. The name of the person for whom you are acting as proxy is displayed at the top of the Folder List. To return to your own Mailbox, click Logout . Removing a user from your Proxy List does not remove your rights to act as proxy for that user. The user whose Mailbox you access must change your rights in his or her Proxy Access List. ../accessing_mailboxes_calendars_as_proxy.html Accessing a Mailbox or Calendar as a Proxy mailbox access calendars proxy access Before you can act as a proxy for someone, that person must give you proxy rights in his or her Proxy Access List in Options . The amount of access you have depends on the rights you are given. If you haven’t already done so, add the user name of the person to your Proxy List. For more information, see . On the main WebAccess page or Calendar page, click Proxy on the toolbar. Click the name of the person whose Mailbox you want to access. When you have finished your work in the other person’s Mailbox, click Logout . ../document_managment.html Document Management document management documents libraries You can use the Documents tab to search GroupWise Library documents. In each library, the documents are compressed and encrypted. This saves disk space and maintains the security of documents because it makes it impossible to view the contents of documents outside of GroupWise. Before you can access any of the documents in a library, you must first have rights to the library. Your GroupWise administrator determines which people have access to each library. ../searching_documents.html Searching for Documents finding documents Click the Documents tab on the Nav Bar. Type the words you want to search for. Select the field to search. Select the libraries to search. Click Search . ../viewing_documents.html Viewing a Document viewing documents Click the Documents tab on the Nav Bar. Search for the document you want to view. For information on how to search for a document, see . Click the document’s name to view the document. ../opening_documents.html Opening a Document opening documents Click the Documents tab on the Nav Bar. Search for and select the document you want to open. For information on how to search for a document, see . In the Documents list, click Open in the Actions column. ../saving_documents.html Saving a Document saving documents Click the Documents tab on the Nav Bar. Search for the document you want to save. For information on how to search for a document, see . In the Documents list, click Save As next to the document. GroupWise WebAccess gives the item a temporary file name. You can change the file name and default folder. Click Save to save the document in its native format. ../viewing_document_properties.html Viewing the Properties of a Document document properties properties document Click the Documents tab on the Nav Bar. Search for the document whose properties you want to view. For information on how to search for a document, see . In the Documents list, click Properties next to the document. ../maintaining.html Maintaining GroupWise ../managing_passwords.html Managing Mailbox Passwords passwords managing mailbox access ../getting_help_forgotten_password.html Getting Help When You Have Forgotten Your Password If you have forgotten your password and are unable to log in, click the Can’t log in? link on the Login page for more information about how to get your password reset in your organization. ../ldap_authentication.html Using LDAP Authentication LDAP authentication If your GroupWise administrator has turned on LDAP authentication, your LDAP password is used to access your Mailbox instead of a GroupWise password. With LDAP authentication, you are required to have a password and you cannot remove your password. ../changing_ldap_password.html Changing Your LDAP Password passwords changing If your GroupWise administrator has turned on LDAP authentication and has disabled changing your LDAP password in GroupWise WebAccess, you might need to use a different application to change your password. Contact your GroupWise administrator for more information. On the main WebAccess page, click the Options icon, then click Options . Click the Password tab. In the old password field, type the password you want to change. In the new password field, type the new password. In the Confirm field, type the new password again, then click Save . When you change your password in GroupWise WebAccess, you change it for your GroupWise Mailbox. That means that you always use the same password to log in to your GroupWise Mailbox whether you are using GroupWise WebAccess or another GroupWise client. ../remembering_passwords.html Remembering Your GroupWise or LDAP Password passwords remembering If you have a password but do not want to be prompted for it every time you start GroupWise WebAccess, you can rely on your Web browser to remember your password for you. However, for security reasons, we don’t recommend having your browser store both your GroupWise user name and password. ../using_passwords_with_proxies.html Using Mailbox Passwords with Proxies proxy users passwords Setting a password for your Mailbox does not affect a proxy’s ability to access your Mailbox. A proxy’s ability to access your Mailbox is determined by the rights you assign him or her in your Access List. ../trash.html Managing Your Trash Trash folder deleting items emptying items deleting items from Trash items deleting ../displaying_items_in_trash.html Displaying Items in Your Trash In your Mailbox, click the Trash folder. You can open, save, and view information on items in the Trash. You can also permanently remove items or return them to the Mailbox. Right-click an item in the Trash to see more options. ../undeleting_trash_items.html Undeleting an Item in Your Trash undeleting items The GroupWise Windows client includes an option for automatically emptying the Trash after a specified number of days. If this option has been set, either by you or by the GroupWise administrator, items in the Trash are automatically purged after the specified number of days and you won’t see them in GroupWise WebAccess. To undelete items from your Trash folder: Click the Trash folder. Select the item, then click Undelete at the top of the Item List. or Double-click the item to open it, then click Undelete . The undeleted item is placed in the folder from which it was originally deleted. If the original folder no longer exists, the item is placed in your Mailbox. ../saving_items_from_trash.html Saving an Item In Your Trash You can save items that are in the Trash the same way you would save any other item. For more information, see . ../emptying_trash.html Emptying the Trash emptying Trash To empty all the items from the Trash: In your Mailbox, right-click the Trash folder, then click Empty Trash . To empty specific items from the Trash: In your Mailbox, click the Trash folder. Select one or more items. Click Purge. ../about_groupwise.html Checking Your WebAccess Version WebAccess version information software version version of software You view WebAccess system information by clicking the setting icon > About on the upper right of the page. This provides version information, the user ID, and browser information. This information is necessary when contacting Support for help. ../whats_new.html What’s New In GroupWise 18 R2 WebAccess what’s new in WebAccess To see what is new in GroupWise WebAccess, see the What’s New in the GroupWise 18 Readme . ../faq.html GroupWise Frequently Asked Questions If you have not found the information you are looking for in this documentation, we recommend that you check the GroupWise 18 Client Frequently Asked Questions (FAQ) . frequently asked questions (FAQ) FAQ ../shortcut_keys.html Using Shortcut Keys shortcut keys, list of keystrokes, list of accelerator keys, list of hot keys accessibility You can use a number of shortcut keys in GroupWise WebAccess for accessibility or to save time when you perform various operations. The table below lists some of these keystrokes, what they do, and the context where they work. Shortcut Keys Keystroke Action Where It Works Ctrl+A Select all items; select all text Item List; text Ctrl+B Bold selected text Message body in HTML view Ctrl+C Copy selected text In text Ctrl+F Open the Find window Main WebAccess page, Calendar, item Ctrl+I Italicize selected text Message body in HTML view Ctrl+M Open a new mail message Main WebAccess page, Calendar, item Ctrl+P Open the Print dialog box Main WebAccess page, item Ctrl+U Underline selected text Message body in HTML view Ctrl+V Paste selected text In text Ctrl+X Cut selected text In text Ctrl+Z Undo the last action In text Enter Open the selected item Item List Del Delete an item In an item Ctrl+Up-arrow or Ctrl+Down-arrow Scroll to the previous or next item Main WebAccess page Ctrl+Shift+Left-arrow or Ctrl+Shift+Right-arrow Select text one word at a time In text Alt+F4 On the main WebAccess page or Calendar page, exit GroupWise WebAccess. In an item, exit the item. Main WebAccess page, Calendar, item Alt + [letter] Activate the menu bar (Use the underlined letters in the menu names) Main WebAccess page, Calendar, item Shift+Left-arrow or Shift+Right-arrow Select text one character at a time In text Shift+End or Shift+Home Select text to the end or beginning of a line In text Tab Cycle through fields, buttons, and areas Main WebAccess page, Calendar, item Shift+Tab Reverse the order of cycling through fields, buttons, and areas Main WebAccess page, Calendar, item ../legal.html Legal Notices For information about legal notices, trademarks, disclaimers, warranties, export and other use restrictions, U.S. Government rights, patent policy, and FIPS compliance, see https://www.novell.com/company/legal/ . Copyright © 2017 Micro Focus Software Inc. All Rights Reserved.