Part 2          

• Receiving a Message
• Responding to a Message
• Managing Messages
• Checking the Status of a Message
• Folders
• Archiving Messages
  

Part 1
Part 3

Receiving a Message

When you log into GroupWise WebAccess, the program automatically opens your GroupWise Mailbox. All the messages currently in your Mailbox folder appear in the right frame of the screen. The message type is indicated by an icon on the left of each message.

 - unread mail message
- opened mail message
- appointment
 - task
 - Reminder Note

Each of these icons may appear in red, white, or gray, indicating the message priority.

Red - high priority
White - normal priority (most common)
Gray- low priority

Messages containing attachments include a paper clip icon next to their usual icon.

Opening a Message

Open a message by clicking its subject line. The message will open in a new window. Close the message by clicking the Close button at top of the message screen, or by clicking the red X at the right hand corner of the message window.

Opening an Attachment

When you open a message which includes an attachment, you will notice a paper clip icon beneath the subject line of the message. The file's name and size appear to the right of the paper clip.

To view the attachment in HTML:

Click [View]. If the attached file was not originally coded in HTML, it will not format correctly. You will be able to read the content, however.

To open the attachment in its native application:

Click [Save As]. When you are asked "Would you like to open the file or save it to your computer?" click Open. If you would like to save the file at this point, click the Save as button in the file's native application. Direct the file to the proper drive and folder, then click Save.

Click Save As to open the attachment in its original application - in this case WordPerfect.

To save the attachment:

1. Click [Save As].
2. When you are asked "Would you like to open the file or save it to your computer?" click Save.
3. Click the down arrow next to the "Save in" field.
4. Click the drive where you want to save the file.
5. Double-click folders to open them.
6. If you wish, rename the file in the "File name" field.
7. Click Save.
8. When the file has finished downloading, click Open to view the file in its native application.

Responding to a Message

Mail Message

Once you have opened a mail message, you may want to reply to the sender or share the message with another recipient. To do so, simply click one of the reply options at the top of the message screen.

Reply to Sender - sends a reply to the sender of the original message; includes the original message text.

Reply All - sends a reply to the sender and all recipients of the original message; includes the original message text.

Forward - sends the original message to the recipient(s) of your choice.

Type your own message in the Message field, and add an attachment if desired (see Adding an Attachment). You may also add additional recipients (see Addressing a Message), or delete existing recipients. To delete a recipient, highlight their e-mail address in the address field, then click Delete.

Appointment

Appointment senders expect recipients to accept or decline the proposed appointment. To do so, simply click the appropriate reply button at the top of the message screen. You may also delegate the appointment to another recipient.

Accept

1. From the message window, click Accept.
2. Type any comments you have to the sender.
3. Click Accept.

Note: Accepting an appointment moves the message to your GroupWise calendar.

Decline

1. From the message window, click Decline.
2. Type any comments you have to the sender.
3. Click Decline.

Note: Declining an appointment deletes the message from your GroupWise Mailbox.

Task

Accept, decline, and delegate a task in the same way you would an appointment (see above). When you have finished the assigned task, you may mark it complete.

Complete

1. From the GroupWise WebAccess main window, click Calendar.
2. Select the date on which the task was posted .
3. Click the check box next to the completed task.
4. Click Complete.

Managing Messages

Deleting a Message

Once you have read and responded to a message, you may want to delete it. Deleting a message sends it to your Trash folder.

If the message is open:

1. Click the Delete button at the top of the message window.
2. The message window closes. To remove the deleted item from your Mailbox, you may need to click Update.

If the message is not open:

1. From the GroupWise WebAccess main window, click the check box next to the message.
2. Click the Delete button.

Undeleting a Message

If you have deleted a message in error, or subsequently find you still need it, you may move it from the Trash folder back to its original folder by undeleting it.

If the message is open:

1. Click Undelete.
2. In the GroupWise WebAccess folder list, click the message's original folder.

If the message is not open:

1. In the GroupWise WebAccess folder list, click the Trash folder.
2. Click the check box next to the message you want to undelete.
3. Click Undelete.
4. In the folder list, click the message's original folder.

Checking the Status of a Message

GroupWise WebAccess records which recipients have opened the messages you sent them, and whether those recipients have accepted, declined, or completed an appointment or task. This also enables you to read comments that individuals may have written to you when they have accepted or declined appointments.

To check the status of the messages you have sent:

1. Click Sent Items in the GroupWise WebAccess folder list.
2. Click the subject of the message you want to check.
3. Click Properties.

Folders

GroupWise WebAccess provides you with default folders to hold your received and sent messages. However, those folders can become crowded very quickly, making it difficult to find the message you want to read or respond to.

For that reason, GroupWise allows you to create your own folders in which to store messages. By moving messages into specific personal folders, you can organize your messages by topic (e.g., new car), by sender (e.g., Henry), or even by date (e.g., 7/19/02). Your Mailbox and Sent Items folders will become more manageable and your messages will be easier to locate.

Creating a Folder

1. Right-click on the Cabinet or on a folder (to create a sub-folder) and click Add Folder.

1. Type the name of the new folder.
2. Select the place in the folder list where you want to add the folder.
3. Click OK.
   

Moving a Message into a Folder

1. Click the check box(es) next to the message(s) you want to move.
2. Click Move.
3. Click the name of the folder to which you want to move the messages.

Deleting a Folder

1. In the GroupWise WebAccess folder list, click Delete Folder.
2. To view subfolders, click the red arrow next to their parent folder.
3. Click the name of the folder you want to delete.
4. Click Delete.

Shared Folders

Shared folders allow you to share messages and files with a group of GroupWise users without having to e-mail the group. Simply post a message to the group's shared folder, and each group member can access it from their copy of the folder.

Creating a Shared Folder

1. In the folder list, open the folder you want to share.
2. At the top of the right frame, click Share folder.
3. In the "Name" field, type the e-mail address of the GroupWise user with who you want to share the folder. Click Add to add them to the Shared list.   OR
   Click Address Book to insert names using the Address Book.
4. Repeat step 3 for each intended GroupWise user.
5. Next to each user, select the rights you want them to have.

   Read: by default, each user can read the messages in the shared folder.
   Add: allows users to add messages to the shared folder.
   Edit: grants users rights to edit messages in the shared folder.
   Delete: allows users to delete messages in the shared folder.

6. Click Save, then click Close.

Once you have added a shared folder recipient, the Status column displays Pending until the recipient accepts or declines the shared folder. To check the recipient's status, click the shared folder in the folder list, then click
Share folder.

Posting to a Shared Folder

1. Click the shared folder in the folder list.
2. At the top of the right frame, click Post item to this folder.

Archiving Messages (only available for faculty and staff)

For information about your GroupWise archive, visit Archived Items in GroupWise 7 . You can only access your GroupWise archive from the GroupWise network client. In other words, if messages in your account become archived, you will not be able to view them in GroupWise WebAccess..