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GroupWise 8.0Basics

January 2010



GroupWise 8.0 Basics

of 48 Software Training & Support

Table of Contents

THE HOME VIEW .................................................................................................. 4 CUSTOMIZING YOUR HOME VIEW WITH PANELS .............................................................................. 5 MAIN TOOLBAR .................................................................................................................... 6 MAILBOX TOOLBAR................................................................................................................ 6

DISPLAY OPTIONS................................................................................................................. 6

THE NAVIGATION BAR ......................................................................................... 7 CREATING CUSTOMIZED TABS ON THE NAVIGATION BAR.................................................................... 7 SHOW /HIDE THE FOLDER LIST .................................................................................................. 7 SHOW /HIDE THE QUICK VIEWER ............................................................................................... 8 SHOW /HIDE THE MAIN MENU ................................................................................................... 8

FAVORITES .......................................................................................................... 9 SETTING YOUR PASSWORD ............................................................................... 10

GROUPWISE WEBACCESS ..................................................................................................... 11 MAILBOX ........................................................................................................... 12

CREATE AND SEND E-MAIL .................................................................................................... 12 SEND OPTIONS .................................................................................................................. 18 RECEIVED E-MAILS ............................................................................................................. 19

E-MAIL SIGNATURES ......................................................................................... 20 THE QUICK SPELLER .......................................................................................... 20 USING THE ADDRESS BOOK ............................................................................... 21

ADDRESS BOOK TOOLBAR ..................................................................................................... 21 ADD ADDRESS ENTRIES........................................................................................................ 22 MAIL GROUPS ................................................................................................................... 23

CONTACTS ......................................................................................................... 25 SENDING E-MAIL FROM THE CONTACTS FOLDER............................................................................ 27

PERSONALIZE I TEMS ......................................................................................... 28

MY SUBJECT ..................................................................................................................... 28 MY NOTES........................................................................................................................ 28 CATEGORIES ..................................................................................................................... 29

MANAGING SENT ITEMS .................................................................................... 33 DISPLAYING SENT ITEMS....................................................................................................... 33 RESENDING ITEMS .............................................................................................................. 34 CHECKING THE STATUS OF YOUR SENT ITEMS .............................................................................. 35 DELETE SENT ITEMS ............................................................................................................ 36 PROPERTIES...................................................................................................................... 37

ORGANIZE YOUR MAILBOX ................................................................................ 38 SORT.............................................................................................................................. 38 FILTER ............................................................................................................................ 39

TRASH ............................................................................................................... 41 DELETE AN ITEM FROM YOUR MAILBOX ...................................................................................... 41 DELETE AND EMPTY ITEMS FROM YOUR MAILBOX........................................................................... 41

APPENDIX: E-MAIL ETIQUETTE .......................................................................... 43 GLOSSARY ......................................................................................................... 46



Dallas County Community College District

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The Home View

The GroupWise 8.0 client has the Home view. The Home view is a central locationfor your most important information, which is available right at your fingertips.

You can access unread mail, view your summary calendar and check list, and

organize your items. The Home view is fully customizable. You can choose whichpanels you want to see and hide others that are not important to you. To accessthe Home view, you just click on the Home tab on the Navigation bar.

Navigation Bar:Each tab gives you fast access to yourmost frequented folders.

To add more tabs, right click on the nav.

Display Options: Click the displayitems to show or hide the Folder List,QuickViewer, or Main Menu

Main Toolbar: Click the icons toaccess the address book, createnew mail, appt, or tasks, andaccess your calendar.

Folder List & Favorites: Folder view ofthe different areas in GroupWise. Click on afolder to view the contents.

Panels for Calendar, Unread Items:View and work in any of these folders by clicking in the desiredarea to read or add an i tem. Checklist is also available as apanel.





Cus tom iz ing Your Home V iew w i th Panels

You can design your own Home View by changing the layout of your panels andadding custom panels.

To begin:

1. Click the arrow on the top right side of any panel.

2. Choose Add Panel and pick another panel from the choices

3. Click Add




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Main Too lbar

1 Address Book Open your GroupWise address book.2 Properties Display the properties of the selected item. (Alt + Enter)

3 Print Calendar Select to print your calendar.

4 Find Select to perform a search in GroupWise. (Ctrl + F)

5 Find Contacts Select to search for a contact

6 Create New Mail Select to create and send a new Mail Message. (Ctrl +M)

7 Schedule NewAppointment

Select to create a new Appointment. (Ctrl + Shift + A)

8 Create New Task Select to create a new Task. (Ctrl + Shift + T)

9 Create New Document Select to create a new Windows Application Document.(Ctrl + D)

10 QuickViewer Displays the GroupWise QuickViewer in the lower half of theMain Window. (Ctrl + Q)

11 View By Select to view your GroupWise Mailbox by Details,

Discussion Threads, as a Calendar, or as a Checklist.

12 Open Calendar Select to view your GroupWise calendar in a new window.

13 Help Select to view help topics (F1)

Mai lbox Too lbar

1 Delete Delete selected item

2 Reply Reply to selected item

3 Reply All Reply to all users

4 Forward Forward selected item

Disp lay Op t ions

1 Display/Hide Folder List Click to display or hide the Folder List

2 Display/Hide the QuickViewer Click to display or hide the QuickViewer

3 Display/Hide the Main Menu Click to display or hide the Main Menu

1 2 3 4 5 6 7 8 9 10 11 12 13

1 2 3 4

1 2 3





The Navigation Bar

The Navigation Bar is the large tabs located at the top of the screen. TheNavigation Bar allows you to open the most used folders from your Folder List.

The default tabs are Home, Mailbox, Calendar, Sent Items, and Contacts. You can

also customize the Navigation Bar to include other folders that you accessfrequently.

Crea t ing Cus tom ized Tabs on t he Nav iga t ion Bar

1. Click the down arrow at the left of theNavigation Bar.

2. Click on Customize Nav Bar.

3. Put a check mark in the box next to thefolders you want to appear as a tab on theNavigation Bar.

4. Click OK .

Sh o w / H id e t h e Fo ld er L i st

The user can either have the folder list showing on the left side or hide the

Folder List for more room to view other items. Click on the Show/Hide

Folder List button on the Navigation Bar to either show or hide your folder list.

Without Folder List With Folder List




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Sh o w / H id e t h e Qu i ck V iew e r

The user can either have the Quick Viewer showing at the bottom of the screen

or hide for a cleaner look. The Quick View will allow a preview of the message

to show in the bottom panel of the screen. Click on the show/hide

Quick Viewer button to either show or hide the Quick Viewer window pane.

Without Quick Viewer With Quick Viewer

Sh o w / H id e t h e Main Me n u

The user can either have the Main Menu showing at the top of the screen or

hide the Main Menu for a cleaner look. Click on the show/hide MainMenu button on the Navigation Bar to either show or hide the Main Menu.

Without Main Menu With Main Menu





Favorites

You can place the most common folders used in your Favorites in the FolderList for quick access.

1. Right click on Favorites andselect Choose Favorites

2. Select folders to add to

Favorites by clicking in the boxnext to the folder.

3. Select OK




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Setting your Password

If you want to access your e-mail through WebAccess on the internet, youmust have a specific password setup for your e-mail account separate from

your Novell login:

1. Select Tools then Options.

2. Double-click Security.

3. Enter your new password. If you have

ever assigned a password inGroupWise®, it will first ask you to enteryour old password.

4. Re-enter your new password to confirmit.

5. Put a check mark in No PasswordRequired w ith eDirectory if you do not

want to enter your password every time GroupWise® opens.

6. When you click OK , the password will be set.

Tips: You will need to enter your password each time you access GroupWise®

over the internet. This password is case sensitive, so you must enter the password exactly as

you created it.





Grou pW ise WebAccess

You can access your GroupWise® account from any computer that has Internetaccess as long as you have created a password for your account.

1. Open Internet Explorer or Netscape Navigator or any other internet

browser.

2a. In the URL address type: http:/ / gw.dcccd.edu (do not type www in

front of gw).

OR2b. Go to the District’s Home

Page at:http:/ / www.dcccd.edu

3. Click on Employees.

4.

Click GroupWise E-mail

under the Tools & Resources section.

5. Enter your username andpassword to login.




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Paperclip besideenvelope: Indicatesan attachment to thee-mail.

Arrows: Indicates amessage that hasbeen replied to orforwarded to anotheruser.

Mailbox

The Mailbox is the same as the Inbox in other e-mail applications. This is wherethe incoming mail is located. Double-click a message to open and read it

or turn QuickViewer on with the button in the Main Toolbar, then click on

the message to viewit.

Creat e and Send E-m ai l

1. Click the button in the Main Toolbar.

2. Enter the e-mail address of the person to send mail to.

3. In the TO: line, enter the name or e-mail address of the person to whomyou want to send the message. If the person is a District employee, typethe name or go to the address book to select the name.

4. I f you type in the name of a District employee, the address bookshould auto fill the rest of their name.

a. Type in the person’s first name and the field should auto fill with theirlast name. Or, type in the person’s last name and the field should

auto fill with their first name.b. If that is not the name of the person you are sending e-mail to, press

the down-arrow button on your keyboard until the correct person’sname appears.

c. Press Enter and repeat the above steps to add more people to the

list.5. Delete a recipient by clicking on the To, CC or BC field, right-clicking their

name, and then selecting Delete.6. Enter the subject and message.

7. Click when ready to send the e-mail.

Envelope Icon:Closed indicatesunread mail. Openindicates read mail





CC and BC

If you want someone else to receive a copy of the message, you can Carbon Copy(CC) them or you can Blind Copy (BC) them. When you Blind Copy someone, their

names do not appear on the e-mail recipient’s copy of the message. No one

receiving your e-mail can see Blind Copy recipients. Please be careful withsensitive information when using CC and BC.

NOTE: When sending E-mail to multiple students ALWAYS put the student’s E-

mail address in BC. This keeps their E-mail address private.

Out of District E-mail

When sending e-mail to someone outside the district, be sure to enter thecomplete address unless they are in your Frequent Contacts address book:

WRONG: bsmithCORRECT: [email protected]

mailto:[email protected]







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Use the Address Book to Find the Recipient

1. Click the button on the right side of the e-mail to display the address

book.

2. Pull down Look in address book: to select the District address book (NovellGroupWise Address Book), frequent contacts or your personal address book.

3. Click the arrow next to Match to look for an entry by First Name, Last

Name, Department, or GroupWise E-Mail Address.4. Type the person’s information or use the scroll bar to search for an entry.

5. Press Enter when the correct entry is highlighted.6. To is the defaul t address option. Before pressing Enter, press CC or

BC to change that recipient’s address option.7. Continue the above steps for each recipient.

8. Press OK when all recipients are selected.9. Recipients appear in e-mail.

SubjectThis is the descriptive line that appears in the recipients Mailbox. Remember to

make your subject as descriptive about the message but as short as possible.For example, you may have to leave the office due to a family emergency. Your

supervisor is not available so you leave them a very detailed e-mail. But in thesubject line you type FAMILY. Your supervisor may read that subject and not feel

there is anything urgent about it. Instead, it may have been better if you hadtyped CHARLES OUT. That way the supervisor would probably read the message

instead of passing it over.

Match: Search bya category, andthen type name orselect from list.

Address Book: Pull down to selectthe desiredaddress book.

Details: Click tosee and editselected contactdetails.

Selected Reci ients

Save Group: Clickto create and savea mailing group of

the selectedrecipients list.

Message SendOptions: Click toselect To, CC orBC





MessageThis is the area where the actual e-mail message is typed by the user.

Messages should be concise and to the point. A good rule of thumb in composing

an e-mail is to keep the length to one screen. Also, try to leave "white space" so

that the message is easy to read. Separate important points or ideas by leaving ablank line.

Toolbar

1 Send message 6 Change e-mail item type to appointment,

task or note

2 Cancel message to close or save to finish

later

7 Spell Check message before sending

3 Address Book to look up recipients 8 Encrypt

4 Attach items 9 Digitally Sign

5 Save to finish later 10 HTML or Plain Text view

Attachments

The Attach button allows you to attach a file or document to your e-mailmessage. When you click on the Attach button you will open up the Attach Filewindow that will allow you to choose a file from your local or network drive(s).

1 2 3 4 5 6 7 8 9 10




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1. Select Attach

2. Select a location on the computer where the document is located.

(for example: My Documents, U: Drive, P: Drive)3. Select the file to attach to the message.

4. Select OK and the file is attached to the bottom of the message.





Attachment OptionsAttachments can now be arranged in alphabetical order and the icon view can be

changed, similar to Windows view options.

1. Right-click the attachment area at the bottom of the e-mail.

2. Point to View and then select the icon view to display:a. Large icons

b. Small iconsc. List

d. Details

e. Thumbnails

3. Point to Arrange Icons and then select the arrangement:

a. Original Order

b. by Name

c. by Typed. by Size

e. by Date

Attachment Area




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Send Opt ion s

GroupWise 8.0 includes easily accessible Send Options. Click the Send Optionstab at the top of the message to view and edit them.

1. Click General on the left side of the Send Options.

2. Click Status Tracking on the left side of the Send Options.

Category: Click to select a category for the current e-mail. The item changes color in Sent Items to easily identify.

Priority: High deliversa red envelope whileLow delivers a greyenvelope. The defaultis Standard.

Classification:Normal, proprietary,confidential, secret,top secret, for your

eyes only. One ofthese appears in themessage of the e-mail.

Reply requested: When convenient orselect a number ofdays to appear in themessage body.

Delay Delivery: Select anumber of days or aspecific date and time.GroupWise holds themessage until then.

Sent Item: Choose whether ornot to track the item using theSent Items folder. By default,everything is stored in theSent Items folder.

Return Notification:When opened: sends e-mailto you through the Mailbox or

Notify when the sender opensyour e-mail.When deleted: sends e-mailto you through the Mailbox orNotify when the senderdeletes the e-mail.





Received E-m ai ls

Newly received e-mails appear in your Mailbox with a closed envelope icon andbold text.

Double-click the e-mail to open it.

Received Message Toolbar

1 Close message 5 Delete message

2 Reply to message 6 View next or previous message in mailbox

3 Reply All 7 Print message

4 Forward message 8 HTML or Plain Text view

Toolbar

Header

Message

1 2 3 4 5 6 7 8




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E-Mail Signatures

Signatures can be used to add your contact information at the end of your e-mailmessages automatically. Multiple signatures can be created for you to choose

which one to use with each e-mail. To create a signature: 1. From the Main Menu, select Tools > Options2. Double click the Environment icon

3. Click on the Signature Tab at the top of the window

4. Click New 5. Type the name in the Signature Name Box

6. Use the HTML editor to create your contact information (you can Bold,Change font colors, etc using the toolbar)

7. Choose Automatically Add or Prompt before adding8. Click Okay

The Quick Speller

Now GroupWise 8.0 allows you toimmediately know if you misspell a

word in your e-mail. A red wavy lineappears under the word in question

just like in word processor programs.

1. Right Click on the red waveunderlined word

2. Choose the correct choice fromthe list OR Skip Alw ays, Add

to Word List, or DisableQuick Speller





Using the Address Book

1. Click in the Main Toolbar to open the Address Book.2. The Address Books appear on the left with the entries on the right.3. Click the desired Address Book.

a. The district Address Book is the Novell GroupWise Address Book andlists everyone in the district.

b. Frequent Contacts lists everyone that e-mails have been sent to aswell as how many times the user has contacted them.

c. Your Address Book is for your personal contacts.

Addr ess Book Too lbar

1 Create New Contact, Group, Resource

or Organization

4 Find Contact

2 Details of selected item 5 Click to create mail, appointment, task ornote for selected item

3 Delete selected item

1 2 3 4 5

Address Books

Entry List of selectedaddress book

Type the name tosearch for

Pull down to search a particularfield such as Last Name, FirstName or Department




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Add Addr ess Ent r ies

You can only add entries to your personal or Frequent Contacts address books.

1. Click in the Main Toolbar to open the Address Book.

2. Select your Personal or Frequent Contacts Address Book.

3. Click New in the Main Toolbar at the top of the Address Book.

4. Select Contact.

5. Enter the contact’s information. Display and E-mail Address are requiredfor the Address Book.

6. Enter as much information as desired.

7. Enter information on the other tabs as desired.

8. Click Save to save contact information.

HINT: Put your new contacts in Frequent Contacts so you can type in theuser’s name. GroupWise does not search your personal address book.





Mai l Grou ps

A mail group sends e-mail to everyone who is a member of the selected group.

1. Click in the Main Toolbar to open the Address Book.

2. Select your Personal Address or Frequent Contacts Book.

3. Click New in the Main Toolbar at the top of the Address Book.

4. Select Group.

5. Enter a Name for the group.

6. Select Add to add contacts.




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7. Use the Address Book to find and add people to the group.

8. Click Remove to remove the selected person from the group.

9. Click OK when the Group is completed to return to the New Group dialogbox.

10.Click Save to save the Group in the chosen Address Book.

HINT: Put your new Group in Frequent Contacts so you can type in the group’s

name. GroupWise does not search your personal address book.

Print

1. Double-click the group to open itfrom the address book

2. Click the Summary tab to see the

Group members.

3. Click the Print button to print the

list of Group members.

Address Book: Pulldown to select the

district or personaladdress book.

Find: Search by firstor last name, andthen type name orselect from list.

Details: Click to seeand edit selectedcontact details.

Selected Recipientsin Group

Remove selectedrecipient from group





Contacts

The Contacts folder, by default, represents the Frequent Contacts address book inthe Address Book. (You can right-click the folder to change the folder properties so

that it represents a different address book in the Address Book).

GroupWise Contact Management gives you access to your contacts, groups,resources, and organizations from the Contacts folder in the Folder List.

Any modification you make in the Contacts folder will also be made in thecorresponding address book (Frequent Contacts or other address book). Any

modification you make in the address book will be reflected in the Contacts folder.




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Managing Contacts

Each contact in the Contacts folder is marked with the Contact icon. When you

double-click a contact, the contact item view displays:

Managing Groups

Each group in the Contacts folder is marked with the Group icon. When youdouble-click a group, the group item view displays:

Name Information

E-mail Information

Phone Information

Use the Summary tab to Print thelist of Group Members.

Use the Details tab to add anddelete members, as well aschange the Group Name.

Set the Categoryfor the Contact





Send ing E-m a i l f r om th e Con t acts Fo lde r

1. Click the Contacts folder.

2. Double-click a contact’s email address link.3.

Type a subject and message in the mail message that opens.

4. Click Send on the toolbar.

Viewing All Correspondence You Have Had w ith a Contact

Use the History tab to view all correspondence you have had with a contact.

1. Click the Contacts folder.2. Double-click a contact.

3. Click the History tab.

All items you have received from or sent to this contact person.




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Personalize Items

Item views have tabs where you can make selections and specify additionalinformation about that item.

My Sub jec t

You can add a personal subject to items in your item list. This subject displays in

the item list and in the Calendar. When you open the item, you can see the

original subject.

1. Open an item from your Mailbox or Calendar.

2. Click the Personalize tab.

3. Type a new subject in the My Subject text box.4. Click Close.

My Notes

You can add a personal Note to a received item. The notes cannot be seen byanyone else who received the e-mail.

1. Open and item from your Mailbox or Calendar.2. Click the Personalize tab.

3. Type in the My Notes field.4. Click Close.





Categor ies

The user can assign a category to any item, including contacts. Categories providethe user with a way to organize the mail items. The user can create and add

categories and assign identifying category colors. The colors display in the item listand in the Calendar. The user can assign more than one category to an item, and

specify which category is the primary one. The color of the primary category willbe used to identify the item.

Assign ing a Category to an E-mail

1. Open an E-mail.2. Select Personalize.

3. Select the Categories button.

4. Select the desired category.

5. Select Close.




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Assign ing a Category to a Contact

1. Click the Contacts folder.

2. Double-click a contact.

3. At the bottom of the screen click on the Categories button.

4. Put a check mark in the desired category. 5. Select OK .

Adding a Category

You can modify and delete categories if you choose, as well as create new

categories to personalize your items.

1. Right-click an item.

2. Click Categories, and then clickMore.

3. Type the category name in theNew Category dialog box.

4. Click Add. (The Add button

becomes active when you begintyping a category name.)





5. To assign a color to a category:

a. Select the category name in

the list.

b. Select a background and textcolor.

c. Click OK .

6. To assign this category to theselected item:

a. Select the check box to theleft of the category name.

b. Click OK .

Deleting a Category


2. Click Categories, and then click More.

3. Select the category name, and then click Delete.

4. Click Yes (to confirm), then click OK .

5. The category is removed from the list, and from all the items to which it was

assigned.

Renaming a Category


2. Click Categories, and then click More.

3. Select the category name, and then click Rename.

4. Type the new name, and then click OK.

5. The category is renamed in the list, and for all the items to which it wasassigned.




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Filter by Category

1. Click the Find in the top right of the Mailbox header.

2. Click In “Mailbox” folder or the currentfolder.

3. Select Category button.

4. Select the desired category.

5. Click OK.

6. Select the Filter button to release theFilter.

Only E-mails w ith the Urgent category show .





Managing Sent Items

The Sent Items folder displays all the items you have sent. Use this folder to finditems you want to resend, reschedule, retract, and so forth. The Sent Items folder

is a system folder and cannot be deleted, unlike previous GroupWise versions.

Disp la y in g Se n t I t e m s

You may 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, and retract it

(if it has not already been opened by the recipient).

1. Click the Sent I tems on the Navigation Bar or in the Folder List.

All sent items reside in this folder unless they are moved to a folder other than the

Mailbox or Calendar. If a sent item is moved to another folder, it no longerdisplays in the Sent Items folder. To display sent items that have been moved to

other folders, open those folders.




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Re se n d in g I t e m s

Use Resend to send an item a second time, perhaps with corrections or to

additional users.

1. Click the Sent I tems folder in the Folder List or Navigation Bar.

2. Right-click the item you want to resend, then click Resend.

3. If the item was an auto-date item, click This Instance or All Instances.

4. Make any changes to the item, if necessary, and then click Send on the

toolbar.5. Click Yes to retract the original item.

or6. Click No to leave the original item.

7. You can check the Properties of the original item to see if GroupWise wasable to retract it.

a. Right-click the item in the Mailbox, then click Properties. Mail andphone messages cannot be retracted if they have already been

opened.





Check ing th e Sta t us o f Your Sen t I tem s

The Properties Tab 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 deletedthe item. If a recipient accepted or declined an appointment and included a

comment, you'll see the comment in the Properties window. You'll also see if arecipient marked a task Completed.

Properties also show 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.

To check the status of a sent item:

1. Select the Sent Items folder.

2. Right-click an item, then click Properties.




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Dele te Se n t I t e m s

Use Delete 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.

1. Click the Sent I tems folder in the Folder List or Navigation Bar.

2. To see which recipients have opened your message, right-click the item,

then click Properties.a. Items may not be retracted from recipients who have opened them.

3. Right-click the item you want to retract, then

click Delete.

4. Select the appropriate option.

5. If you have selected to retract this item fromother recipients' mailboxes, you can type a

comment to the recipients, explaining why theitem was retracted.

6. Click OK .





Proper t ies

In items you have received, the Properties tab shows who else received the item,

the size and creation date of attached files, and more.

1. Right-click the item and select Properties or open the e-mail and select theProperties Tab.

HINT: If you do not see all the information, change to Advanced P roperties byselecting it from the Style menu.

RecipientsAction stateswhether or not thee-mail has beenopened by eachrecipient




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Organize your Mailbox

Sort

The Item List in the Main Window is divided into columns. Each column displays

information about the items in the list. For example, different columns display thesubject of items, the date they were sent, and so forth. You can customize the

column display for each folder in your Main Window by changing column widths,by adding or deleting columns, and by changing the order of columns. You can

even define a different column display setting for each personal folder in yourFolder List.

Sorting I tems in Your Mailbox by Column

1. Click the folder containing the items you want to sort.

2. Sort the list by clicking a column heading.

3. To reverse the sort order, click the column heading a second time.

OR

4. Right-click the column to sort and select Sort Ascending or Sort Descending.

Changing Columns in Your Mailbox

1. Open the folder you want to change column settings for.2. To remove a column, drag the column heading off the column bar until the

hand icon changes to a trash can.

3. To change the order of a column, drag the column to the left or right of another column and drop it into place.

4. To add a column, right-click a column and then select the desired column

from the list underneath Sort Descending. Select More Columns for a list of additional columns.

5. To resize a column click and hold the mouse down between the edges of two

columns headings. Drag the edge of the column heading wider or narrower.

You can define different column settings for each folder in your Mailbox.





Fi l ter

The Filter dialog box allows you to filter a folder to find the desired item. The Filter

icon is located in the top right of the item list header.

Find

The Find feature allows quick searching of a folder such as the Mailbox. Input a

term or contact and the folder will only display matching items.

Click on the Filter icon to release the filter.

Selecting a Filter

1. Click a folder in the folder list. (Filters affect all folders. By clicking a folder,

you can see the filter results immediately.)

2. In the upper-right corner of your Mailbox or Calendar click Find.




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Creating a New Filter

1. Select the desired filter locationfrom Find. The example will

show the filter if the current

folder is selected.

2. Filter by one or more categories.

3. Select OK .

Clearing a Filter

1. In the upper-right corner of the Main Window or calendar view, click to

clear the filter.

2. After you've cleared a filter, the icon in the upper-right corner of the Main

Window disappears.

Deleting a Filter

1. In the upper-right corner of the Main Window or Calendar, select Find thenselect in current folder.

2. Click Open.

3. Click the filter you want todelete, and then click Delete.

4. Click OK , and then click OK.





Trash

All deleted mail and phone messages, appointments,tasks, documents, and reminder notes are stored in the

Trash. Items in the Trash can be viewed, opened, or

returned to your Mailbox until the Trash is emptied. You can empty your entireTrash, or empty only selected items. (Emptying the Trash removes items in theTrash from the system.)

Dele te an I t e m f r o m Yo u r Ma i lb o x

1. Go to a folder such as Mailbox, Sent Items or Calendar. Select one or moreitems, and then press the Delete key.

Deleted items are moved to your Trash and remain there until the Trash isemptied.

Dele te an d Em p ty I t e m s f r o m Yo u r Ma i lb o x

1. In the Main Window, select one or more items, click Edit, and then clickDelete and Empty.

Deleted items are not moved to your Trash if you select this option; they areunrecoverable.

Open Your Trash

1. In your Folder List, click .

You can open, save, and view information on items in the Trash. You can alsopermanently remove items or return them to the Mailbox.

Undelete an Item in the Trash


2. Select the items you want to undelete.

3. Click Edit, and 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.

You can also restore an item by dragging it from the Trash folder to any other

folder.

Empty the Trash

1. Right-click , then click Empty Trash.




LeCroy Center of 48

Empty Selected I tems from the Trash


2. Select one or more items.

3. Click Edit, click Delete, and then click Yes .

Empty the Trash Automatically

1. Click Tools, and then click Options.2. Double-click Environment, and then click the Cleanup tab.

3. Select the Automatic After button in the Empty Trash group box, then

specify the number of days between automatic deletions.

4. Click OK .

In the above example, the Trash will automatically be emptied every 7 days.





Appendix: E-mail Etiquette

Communicate Effectively

Communicating with others is done in a variety of ways. It is important to choose themethod that will be the most effective for the message you are delivering. There may be

instances in which a letter or memo are the appropriate avenues for the message. Manytimes, face-to-face communication is the best way to deliver the message. Email isprobably the most common written communication method used in business today. Oneshould always consider the message to be expressed before deciding on the vehicle.

Choosing Email

When communicating with others, you have a variety of methods from which to choose.Email is a shortened form of sending a letter. It can be saved, forwarded andprinted. If it made someone laugh or cry or become furious, it will probably be saved orforwarded. A large number of email messages should never be sent. Instead, a phonecall or a personal contact should handle the message they convey.

As you are aware, written communication, whether an email or a letter is just words on apiece of paper or computer monitor and does not contain personal expressions andgestures that would convey your true intentions or emotions to avoid miscommunication.Sometimes the written word just will not do. If you feel that your message could bemisinterpreted, it may be better to walk down the hall and deliver your thoughts inperson.

I'm Mad, Frustrated, or UpsetMail

It is amazing how many people send email that they live to regret. If you arecontemplating a serious email or reply, write it down, save it and look at it later. If the

subject of the email is sensitive and might be misunderstood, save it in the work inprogress folder and read it carefully the next day before sending it. Or better yet, have atrusted colleague proofread it for you to ensure that the meaning is clear and cannot bemisunderstood. When you wait a day before sending the message it may not sound asclever or important as it did earlier. You may decide not to send it after all.

Face-to-face Meetings

There are times when the personal touch is necessary. If you are trying to persuadesomeone to do something or they are trying to persuade you, there is no substitute forface-to-face meetings to work out any details. Never reprimand, promote or fire

someone using email. We owe it to ourselves and our associates to handle certainsituations in person and in private, regardless of how difficult they may be.




LeCroy Center of 48

Email Privacy

Once an email leaves your mailbox, you no longer own it. It can be forwarded,printed, posted, quoted and even subpoenaed as evidence in court proceedings .With this in mind, don't send anything by email you would not w ant to see postedon the bulletin board, published in a newspaper, seen by your grandmother, or

read in court. If you have any doubt as to whether a message is proper to send, or it isof a personal nature, you may want to deliver it in person.

Error-free Email

Always check the spelling of email before sending it. Use the automatic spell check.This is very important especially in an educational environment.

Keep it Brief

The Three B's Of Composing Email

• Be Good• Be Brief • Be Gone

Messages should be concise and to the point. A good rule of thumb in composing an emailis to keep the length to one screen. Also, try to leave "white space" so that the messageis easy to read. Separate important points or ideas by leaving a blank line.

Subject Lines

Busy email readers often use the contents of the Subject line to make a quick decisionwhether to read your message or not. This is especially true if the recipient doesn't know

who you are. Most readers hate subject lines that are vague and mysterious. Forexample, "info required" or "Please Help" or the king of BAD subject lines, "An emailmessage". These subject lines may just cause the user to hit the delete button and keepon reading. Give your subject line some thought and make it as descriptive as you can sothe recipient can tell at a glance what your message is about.

Don't Forward Chain Email

The biggest waste of email server and human time is the ever so popular chain email.Someone who is a friend of a friend of a friend of the guy down the hall creates somethinghumorous and before long (and within minutes) it has been distributed to hundreds of

people. They bog down systems and cost companies valuable system down time. Don’tencourage these messages when you receive them by forwarding them to your list of friends.





Shouting

When writing in your word processor you have many options to highlight or emphasizecertain words or sentences. But because email just uses plain vanilla text you might thinkthat, in cyberspace, no one could hear you SCREAM! Well, not true. The most acceptableway to make text stand out in your email message is to use UPPERCASE LETTERS. This

works just fine but please use uppercase sparingly. AN ENTIRE MESSAGE WRITTEN INCAPITAL LETTERS FEELS LIKE YOU'RE SHOUTING. Unless you want your message to beperceived that way, avoid using too many uppercase words.

Punctuation ?!?!?!?!?!

Don’t get caught up in using a lot of grammar and punctuation. You may have seen a lotof email messages where people put a dozen exclamation points at the end of a sentencefor added emphasis. BIG DEAL!!!! Exclamation points are just another form of ending asentence. If something is that important, it should be reflected in your text, not in yourpunctuation.

Making it Look Good

GroupWise enhancements make formatting emails easier. While in-district messages canview all the colors, special fonts, pictures, and backgrounds that can now be added tomessages, others outside the district may not have an email package that can supportsuch formatting. In many instances, the message will come in as strange characters,gibberish or, due to its size, could lock up an entire email server or service.

Flaming

What does it mean to be flamed? Well, it means that you may have sent an email to a

person or group that has caused someone to respond in many, no-so-nice words. It isbasically a verbal attack in electronic form. You may feel that you had sent a perfectlyharmless message but to your surprise, someone may not have appreciated yourremarks.

The best thing to do is simply ignore the flame and remember that you can’t please all thepeople all the time. If you try to reply, regardless of your intentions, you could start whatis referred to as a Flame War. This is where two or more people end up exchangingflames for an extended period of time, many times to the point that the thread of theconversation starts to get very ugly.

Remember that your email address is on each and every reply and regardless if you are

not responsible for the original flame, you would be responsible for keeping the flamealive. Better to stop this type of situation before it grows into a forest fire.

Experimenting

If you have been experimenting with your signature line or some other feature of youremail, always send a test to yourself. That way you can see exactly how your recipientsare going to see your message(s). It is also better than annoying your co-workers with abunch of "Test 1" "Test 2" "Test 3" email messages.




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Glossary

Address Book: area that contains names and addresses, e-mail addresses, phonenumbers, and more. Typically the address book contains the District Address Book,a frequent contacts book, and a personal book.

Address Entries: Individual contacts in an address book.

Attachment: Files attached to an e-mail the recipient can open, print, and/or save ontheir own computer.

Blind Copy (BC): Blind copy recipients receive a copy of an item. The primary or carboncopy recipients are not aware that any of the blind copy recipients received thecopy.

Carbon Copy (CC): Carbon Copy recipients receive a copy of an item. CC recipients areusers who would benefit from the information in an item, but are not affected by or

directly responsible for it.

Category: Categories provide you with a way to organize your items. You can assign acategory to any item, including contacts.

Contacts: The address book containing people you correspond with often. Entries areadded automatically.

E-mail: Electronic mail that is exchanged over computer networks such as the Internet.

Envelope Icon: The picture of an envelope that appears next to an e-mail in one of yourfolders such as your mailbox. An open envelope denotes the e-mail has been

opened.

Filter: A filter lets you display items according to specific criteria.

Folder List: The panel that contains a list of your folders including your mailbox, trash,calendar, and other GroupWise items.

Forward: To send items you receive to other recipients.

Group, Mail: A list of users or resources you can send messages to.

Home View: A GroupWise configuration which displays a quick view of your most

important information. Panels are used to display information in sections.

Signature: A way to automatically insert a tag line or signature at the end of items yousend to others.

Mailbox: This is where the incoming mail is located.





Navigation Bar: the large tabs located at the top of the screen. The Navigation Barallows you to open the most used folders from your Folder List. The default tabsare Home, Mailbox, Calendar, Sent Items, and Contacts.

Paperclip: The icon that signifies there is an attachment on an item.

Properties: One of the tabs of an item where you can find information about the itemsuch as when it was sent, received, and if it was opened or not.

Quick Speller: The spell check program in GroupWise that inserts a red wavy line undera misspelled word. You have the option to right click and select the correct word orother options.

QuickViewer: Allows you to scan the contents of your items. When an item is selected,it appears in the bottom part of your GroupWise window instead of having to openit.

Recipient: The person(s) receiving an item such as e-mail from the user.

Reply: Sending a response to an e-mail.

Resend e-mail: To send an item previously sent again. You can specify you want toretract the original item or not. Changes can be made to the item before sending itagain.

Retract e-mail: To remove an unopened e-mail from the recipient’s mailbox. If theyhave opened the item, it cannot be retracted.

Sort: To organize your items such as e-mails in order by one of the columns. Often your

mailbox is sorted by the date so the newer e-mails appear either first or last in thelist.

Subject: The descriptive line that appears in the recipient’s mailbox.

Trash: The folder that contains items you no longer want and have deleted.

WebAccess: The online version of GroupWise. You can access your GroupWise accountfrom any computer with Internet access by using WebAccess.



Class registration and schedule:http://helpdesk.dcccd.edu

or

www.dcccd.edu Employees > Training and Development > Software Training and Support

Dallas TeleCollege at the R. Jan LeCroy Center for Educational Telecommunications

District Software Training & Support

9596 Walnut St. Dallas, TX 75243

STAFF Helpdesk Phone: 972-669-6477

STUDENT Helpdesk Phone: 972-669-6402

Email: [email protected]

Support Web Site: http://helpdesk.dcccd.edu

Training Web Site: http://employeetraining.dcccd.edu/

http://helpdesk.dcccd.edu/

http://www.dcccd.edu/







http://employeetraining.dcccd.edu/






http://www.dcccd.edu/
