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Using GroupWise WebAccess (Version 7)

Part 3   

Part 1
Part 2

   

Address Books

Loyola GroupWise WebAccess provides 3 distinct address books:

  • GroupWise Address Book: contains the e-mail address of every GroupWise user at Loyola.

  • Frequent Contacts: contains all e-mail addresses of messages you send and receive.

  • Personal Address Book: contains addresses you add to your address book; this bears your name.

All addresses and address books appear in both GroupWise WebAccess and the GroupWise network client.

 

Searching an Address Book

From the GroupWise WebAccess main window, click Address Book.

  1. In the "Address Book" field, select the address book you wish to search. To search for a Loyola address, click "GroupWise Address Book."

  2. Enter the first and/or last name of the entry you want to find.

  3. Click Search or Search Address Book.

  4. To list the entire contents of an address book, leave the name fields blank and click Search or Search Address Book.

Adding an E-Mail Address

You may add an e-mail address, and other contact information, to Frequent Contacts or to your personal address book.

  1. From the GroupWise WebAccess main window, click Address Book.

  2. In the Address Book, click Add (or Add Entry) to display the Add Address Book Entry form.

  3. Select the personal address book where you want to add the entry.

  4. Fill in the information fields, including at least one of the asterisked fields.

  5. Click OK.

 

Copying an E-Mail Address

Some e-mail addresses you want to add may exist already in the GroupWise Address Book. Instead of adding that existing information by hand, simply search for that address entry and copy it from the GroupWise Address Book to Frequent Contacts or to your personal address book.

  1. From the GroupWise WebAccess main window, click Address Book.

  2. In the "Address Book" field, select GroupWise Address Book.

  3. Enter the first and/or last name of the entry you want to find.

  4. Click Search or Search Address Book.

  5. Click the check box next to the entry you want to copy.

  6. Click Copy.

  7. In the "Copy to Address Book," select an address book to copy the entry to.

  8. Click OK.

Creating a Personal Group

If you e-mail the same group of e-mail users on a regular basis, creating a personal group will make that task easier and more efficient. A personal group allows you to address messages to a single group address, instead of multiple individual addresses. Each member of the group receives the same message. You can create a personal group using addresses from any GroupWise address book, or from a combination of address books.

  1. From the GroupWise WebAccess main window, click Address Book.

  2. In the "Address Books" list, select the address book that contains the entries you want to add to the group.

  3. Click Search or Search Address Book.

  4. Enter the first and/or last name of the entry you want to add. Double-click the user icon to add it to the To list.

  5. Repeat steps 2 through 4 for every entry you want to add to the personal group.

  6. Click Save Group.

  7. From the "Personal Address Books" list, select the address book in which you want the personal group to reside.

  8. Name the personal group and include a brief description if desired.

  9. Click Save.

   

Calendar

The Calendar lets you view appointments, tasks, or notes you receive from others or created for yourself. You can view one day, one week, or one month at a time. The easiest way to the Calendar is by clicking on the Calendar tab in the main GroupWise window.

The Calendar displays any appointments, tasks, and notes you received whether you have accepted them or not. You can also schedule appointments, assign tasks, post items, and write notes to other users.

 

Viewing Calendar Appointments

  1. From the GroupWise WebAccess main window, click on the Calendar tab. The calendar opens to the current day.

  1. To view another day, click that day. To view another month, click the left or right arrow next to the current month.  

  2. To view the entire week, click Week.
    To view the entire month, click Month.

Creating Appointments, Tasks, or Notes

  1. From the GroupWise WebAccess main window, click on the Calendar tab.

  2. Click on the drop-down arrow next to New button. This will bring up a menu of all of the GroupWise items you can create in the calendar.

   

Options

Many of the new features in GroupWise WebAccess can be found on the Options screen. From Options, you may change your GroupWise WebAccess password, designate proxies to your account, create rules for managing mail, add or edit your e-mail signature, and choose your time zone.

   

Changing Your GroupWise Password

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

  2. Type your old password.

  3. Type a new password, and retype the new password to confirm it.
    Remember that your password is case-sensitive.

  4. Click OK.

Note: Once you create a new password in GroupWise WebAccess, you must use that password every time you access GroupWise, on theWeb or on Loyola's network.

   

Proxy Access

You may want another GroupWise user to access your GroupWise account while you are away on vacation, or even on a regular basis. To give them access to your account, you must first designate them as a proxy by adding them to your proxy list.

Designating a GroupWise Proxy

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

  2. Click Proxy Access.

  3. Click Add Entry to display the Add Proxy Access page.

  4. Click Address Book to open the GroupWise Address Book.

  5. Enter the proxy user's first and/or last name and click Search.

  6. Click the radio button next to the desired user's name, then click Select.

  7. Click OK to close the Address Book and display the user in the "Name" field.

  8. Select the rights you want to give the proxy:

    Select Read next to message types you want the proxy user to read.
    Select Write next to message types you want the proxy user to create and send.

  9. Most proxy users are granted rights to read and write messages. This proxy user (in the figure above) has been granted rights to read all message types, but only write mail messages.

    You may also grant more advanced rights to your proxy. Be aware that your proxy will only receive your alarms and notifications if he/she uses the GroupWise network client.

    Click Save to add the proxy to the proxy list, then click Close.


Deleting a GroupWise Proxy

  1. Click Options | Proxy Access.

  2. Click the red X next to the proxy's name.

Proxying into a GroupWise Account

Once you designate a proxy, that user can login to your account by following these instructions. If you are proxying into another user's account, remember: they must designate you as a proxy user before you can view their account.

  1. From the GroupWise WebAccess main window, click the Proxy icon.

  2. If the user whose Mailbox you want to proxy is listed in the proxy list, click the radio button next to their name now and skip to step 6.   OR
    If you know the full GroupWise address (username@luc.edu) of the person whose Mailbox you want to proxy, enter the address in the "Name" field now and skip to step 6.

  3. Click Address Book to open the GroupWise Address Book.

  4. Enter the proxy user's first and/or last name and click Search.

  5. Click the radio button next to the desired user's name, then click Select.

  6. Click Login to close the Address Book and view the user's Mailbox.

   

GroupWise Rules

Creating a rule in GroupWise WebAccess involves fewer steps than creating that same rule in the GroupWise network client. GroupWise has also eliminated the most complex steps, so there is less chance of making mistakes with vacation rules. Rules you create in GroupWise WebAccess will also appear in the GroupWise network client.

Creating a Rule

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

  2. Click Rules.

  3. Select the type of rule you want to create:

    Delete: moves specified messages to the Trash folder.
    Forward: forwards specified messages to the recipients you choose.
    Move to Folder: moves specified messages to the folder of your choice.
    Reply: generates a reply to specified messages.
    Vacation: generates a reply to all new messages you receive.

    Important: The Reply option gives you the choice of replying to the sender only, or to the sender and all other recipients. The Vacation option, on the other hand, can only reply to the sender of the original message. If you go on vacation, be sure to create a Vacation rule, not a Reply rule.

  4. Click Create to display the Create Rule form.

  5. Type the name you want to use for the rule.

  6. Define the condition under which messages should be affected by the rule.

    Note: If you are creating a Vacation rule, you cannot define a condition. The vacation rule will affect all new messages.

  7. Define the actions that you want performed when the rule is applied.

  8. Click Save.

    Note: By default, rules are automatically activated. If you do not want your new rule activated immediately, click the check box next to the rule and then click Save. Remember to activate your rule when you want it to go into affect.

    Click Close.

   

Adding an E-Mail Signature

The e-mail signature you create in GroupWise WebAccess will also be appended to messages you send from the GroupWise network client. You can enable GroupWise to automatically add your signature to every message you send, or to prompt you before it adds the signature.

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

  2. Click Signature.

  3. Click Activate Signature.

  4. Type your signature text in the box.

    For example:

    Mary Nguyen
    Associate Professor, Sociology
    Loyola University Chicago
    6525 N. Sheridan Rd. 60626
    mnguyen@luc.edu

  5. Click Automatically Add Signature to add the signature each time you send a message.   OR
    Click Prompt Before Adding Signature to get prompted by GroupWise to add the signature when you send a message.

  6. Click Save.

   

Changing Your Time Zone

To ensure that dates and times are correct in messages, appointments, and other time-relevant information, GroupWise WebAccess must know the time zone in which you are located. For example, GroupWise WebAccess automatically adjusts the time for appointments sent between people in different time zones. If you are located in San Francisco and schedule a conference call with people in Chicago for 1:00 p.m. your time, the appointment received by the Chicago recipients will show the conference call at 3:00 p.m. their time.

By default, GroupWise WebAccess uses the time zone established for your GroupWise post office. However, if you are using GroupWise WebAccess in a time zone other than your post office's time zone, you should change your time zone setting. For example, if your post office is located in Chicago but you are working in Los Angeles, you need to change your time zone setting from Central Time to Pacific Time.

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

  2. Click Time Zone.

  3. Select the time zone of your current location.

  4. Click Save.

   

Using GroupWise Help

The GroupWise Help feature lists topics to help you use GroupWise WebAccess and the GroupWise network client. To use help, follow these simple instructions:

  1. From the GroupWise WebAccess main window, click Help.
  2. Click a topic heading to view its contents.
  3. Click a specific topic to view GroupWise instructions. GroupWise WebAccess displays the instructions on the right frame of the Help screen.

Using the Help Index

  1. From the GroupWise WebAccess main window, click Help.
  2. Click Index.
  3. Click the letter which corresponds to the topic heading you want to view.

    For example: to read about Folders, click F.

  4. Click a specific topic to view GroupWise instructions.


   

Exiting GroupWise WebAccess

From the GroupWise WebAccess main window, click Exit.