Loyola University Chicago

Part 1            

• First Time Users
• Forget Your Password?
• Logging In to GroupWise WebAccess
• The Main Screen
• Toolbar
• Main Messages, Appointments, and Tasks
• Addressing a Message
• Composing a Message
• Adding an Attachment
• Retracting a Message
  

Part 2
Part 3

GroupWise WebAccess 7 is Loyola's Web interface for the GroupWise e-mail system. GroupWise WebAccess enables you to access your GroupWise Mailbox through a Web browser. GroupWise WebAccess 7 looks much more similar to the version on your work computer. Though most of the functions that you will use remain the same, there are differences in the WebAccess and Client Version.

You can log into GroupWise WebAcess using the same ID and password you use to log into GroupWise on your desktop.

Logging In to GroupWise WebAccess

1. Type webaccess.luc.edu

2. Type your Loyola username into the "Username" field. Press Tab.

3. Type your GroupWise password into the "Password" field.

4. Click Login or press Enter.

Note: After 10 minutes of inactivity, GroupWise WebAccess automatically logs you out of your e-mail session. You will need to log in again to resume your session.

The GroupWise WebAccess Main Window

When you open GroupWise WebAccess, you see the main window, shown below. The main window is the starting point for many of the tasks you can accomplish with GroupWise WebAccess.

Toolbar

The GroupWise WebAccess toolbar consists of three buttons along the top of the WebAccess screen:

• Help: click the book and question mark to get help using GroupWise. See Using GroupWise Help for more information.

• Options: click the check list to manage your GroupWise options, including proxy access, rules, and your GroupWise WebAccess password. See Options for more detailed instructions.

  Logout: Close your GroupWise WebAccess session.

The Folder List

The Folder List displays the folders used to organize the items you send and receive. You can add additional folders to further help you organize your items.

Mailbox: contains all new messages you receive, unless you create a rule to route some new messages to a different folder.

Unopened Items: displays all new messages you have received, regardless of what folder they are stored in.

Sent Items: stores copies of messages you have sent from your GroupWise account, whether you send them from GroupWise WebAccess or from the GroupWise network client.

Calendar: displays the appointments, tasks, and notes on your GroupWise calendar.

Checklist: Lists items you have moved to this folder. Use the Checklist folder to create a task list.

Cabinet: by default, houses all subfolders you create to hold your GroupWise messages.

Trash: holds all messages you delete from other folders.

Click the red arrow next to any folder to view its subfolders. Click any folder to view its contents. Messages residing in the selected folder appear on the right frame of the GroupWise WebAccess main screen.

Mail Messages, Appointments, and Tasks

The GroupWise mail system divides messages into three main types:

• Mail messages deliver basic text messages, with optional attachment.

• Appointments set meetings with message recipients, including meeting date, time, and location.

• Tasks assign work to recipients, complete with due date.

Both Appointments and Tasks also include the basic capabilities of the Mail message. For example, you may send an Appointment to another GroupWise user that includes a meeting date and time along with a message and an attachment. Posted Appointments and Tasks are items that appear in your calendar only.

Addressing a Message

Regardless of the type of message you compose, you must address the message in order for GroupWise to send it. Here are some basic instructions about addressing a GroupWise message, as well as an explanation of the different address fields To, CC, and BC.

Typing in an E-mail Address using the Address Book

GroupWise WebAccess accepts full Loyola addresses (e.g., jsmith7@luc.edu), Loyola usernames (e.g., jsmith7), and full external e-mail addresses (e.g., johnny@hotmail.com or janesmith@aol.com). The Address Book consists of the GroupWise system address book which includes all Loyola addresses, the Frequent Contacts address book, and any shared addresses you have on the system.

Inserting an E-mail Address from the GroupWise Address Book

1. From the GroupWise WebAccess main window, click Compose.

2. Click Address Book.

3. Enter the recipient's first and/or last name and click Search.

   1. Click the check box next to the intended recipient's name and click To, CC, or BC.
   2. Repeat steps a and b until you have included all intended recipients' names.
   3. Click the red X next to any recipient you wish to delete from the list.
   4. Click OK

Address Fields

• TO: address a message to someone if they are the primary recipient(s) of your message.
• CC: carbon copy recipients who need to receive the message, but need not respond to it.
• BC: blind copy recipients who would like to receive the message, but prefer to remain anonymous.

Composing a Message

Mail Message

1. From the GroupWise WebAccess main window, click Compose.

2. In the "To" field, type the e-mail address(es) of the message recipient(s).
   Separate each e-mail address with a comma.   OR
   Insert the e-mail address(es) from a GroupWise address book (see Addressing a Message).

3. Type a subject line that describes your message.

4. Type a message.

5. Click the Attach button to attach a file to your message (see Adding an Attachment).

6. Click Spell Check to correct the spelling of your message.

7. Click Send to send the message to the recipient.   OR
   Click Cancel to cancel the message without sending it.

Appointment

1. From the GroupWise WebAccess main window, click Compose.

2. Click Appointment in the "Change to" list.

3. In the "To" field, type the e-mail address(es) of the message recipient or recipients.
   Separate each e-mail address with a comma.   OR
   Insert the e-mail address(es) from a GroupWise address books (see Addressing a Message).

4. Define the location of the meeting.

5. Select the date, time, and duration of the meeting.

6. Click Busy Search to check the recipients' GroupWise calendars for availability (see Busy Search).

7. Follow steps 3-7 under "Mail" above to complete the appointment.
   

Task

1. From the GroupWise WebAccess main window, click Compose.

2. Click Task in the "Change to" list.

3. In the "To" field, type the e-mail address(es) of the message recipient or recipients.
   Separate each e-mail address with a comma.   OR
   Insert the e-mail address(es) from a GroupWise address books (see Addressing a Message).

4. Select start and end dates to indicate the expected duration of the task.

5. Type a priority code to indicate the importance of the task.

   Note: There is no official system of coding priority at Loyola. You may want to code tasks with high priority "1" or "A," tasks with less priority "2" or "B," and so on. You may also indicate the tasks priority in the message field, and leave the priority field blank.

6. Follow steps 3-7 under "Mail" above to complete the task.

Busy Searches

Busy search results appear at the bottom of the message screen, beneath your e-mail signature; you may need to scroll down to view them.

GroupWise WebAccess lists available meeting times for all GroupWise appointment recipients in the left column. Non-GroupWise users will not be searched.

Click an available time to change the appointment to that time.

Adding an Attachment

An attachment is any file you send or receive with an e-mail message. The file could be a Word document, a Web page, an image, or any other file on your computer or disk. When you send an attachment, the recipient can open it just like any other file, edit it, print it, and save it to their computer or disk.

1. From the GroupWise WebAccess main window, click Compose.

2. Click Attach.

3. From the Attachments screen, click Browse.

4. Click the down arrow next to the "Look in" field.

5. Click the drive where the file resides, and double-click folders to open them.

6. Double-click the file you wish to attach.

7. From the Attachments screen, click Add.

8. Repeat steps 3 through 8 until you have attached all desired files.

9. To remove an undesired file, click the check box next to the file name, then click Remove.

10. Click OK.

Retracting a Message

If you have sent a message in error, you may retract it in a few simple steps. Remember, if the recipient has already opened the message, there is no point in retracting it. Instead, you may want to send a second message explaining the error. For instructions on how to tell if a sent message has been opened yet, read Checking the Status of a Message.

1. Click Sent Items in the GroupWise WebAccess folder list.

2. Click the check box next to the message(s) you want to retract.

3. Click Delete From All Mailboxes.

NOTE: You can not retract appointments in GroupWise WebAccess.

Questions or Problems?

If you have problems logging in, contact the Technology Support Center at 4-4444 on campus, 1-773-508-7190 off-campu