Novell GroupWise Mini-Tutorials!
Getting Started…
E-mail Tutorial
Lenox Public Schools
Created for the
Lenox Public Schools Lenox Tech
Department Support Team February, 2006
Use the Table of Contents below to quickly locate a Help topic.
Introduction................................................................................................ Page 3
Logging in................................................................................................... Page 3
Accepting the Certificate............................................................................ Page 4
User Name and Password........................................................................... Page 5
Home View................................................................................................. Page 5
Folder List.................................................................................................. Page 6
Mailbox Folder and Reading Messages...................................................... Page 7
Replying to Messages................................................................................. Page 8
Composing Messages.................................................................................. Page 9
Attaching a File.......................................................................................... Page 10
Viewing Attachments................................................................................. Page 11
Forwarding Messages................................................................................. Page 12
Deleting Messages...................................................................................... Page 13
Saving Draft Messages............................................................................... Page 14
GroupWise and Personal Address Books................................................... Page 15
Creating a Group Mailing List.................................................................... Page 17
Adding Contacts to your Personal Address Book..................................... Page 18
Sending a Group Mailing and Modifying a Group List............................. Page 19
Spell Check................................................................................................. Page 21
Unopened Items Folder.............................................................................. Page 22
Sent Items................................................................................................... Page 23
Using Help and Future Tutorials................................................................ Page 24
Novell GroupWise
Introduction
GroupWise is a powerful digital communication and organizational tool used by many corporations, organizations, agencies, and educational institutions all over the world. The following is a brief introduction to some of the tools offered by GroupWise.
Using Novell GroupWise is easy! You can use the mini tutorials provide in this packet, the online GroupWise Help menu, or Tech Tools on the Lenox Public Schools Info Tech Help site to get started.
Logging In
To log in to GroupWise use the directions below.
Access the school’s web site by double clicking on the desktop shortcut for Mozilla Firefox or Internet Explorer. All computers in LMMHS are set up by default to use the LMMHS splash page as a home page. You will see either one of the following screens.
LMMHS Link Login Link
LMMHS Splash Page
If your home page is the Lenox Public Schools splash page,
select the link for LMMHS
At the
GroupWise
There are several options on the Login page. Select the
link for GroupWise e-mail. Note that if you
are at home or some other location with a slow dial up connection, you may
elect to choose a pared down version of GroupWise e-mail designed for dial
up users. Tip: To access our school web at home or from
some other location, type in the following URL: http://www.lenoxps.org
GroupWise email
link Link for Dial up
Users
Important Note: If this is the first time a particular computer has accessed GroupWise at school, you will be prompted to verify the identity of lenoxps.org as a trusted site. You do this by clicking the button Accept the Certificate Permanently and clicking OK. You will be prompted to verify the site only once, just the first time you enter the system, and will not see this screen again.
The
Login screen will appear.
Type your user name and password
in
the appropriate fields and click Login.
Login Screen
Your user name is ______________________________________________
Your password is ______________________________________________
It is important to note that your e-mail address has
not changed. Thus you will not need to inform users that you regularly
correspond with of any changes. The transition should be seamless and
transparent to users.
Your e-mail address is ______________________________________________
Home View
Welcome to the main GroupWise screen - where you access all GroupWise functions; sending and receiving messages, organizing your personal calendar, checklists, and more. The GroupWise interface looks similar to other Windows applications, in particular Windows Explorer. Home view includes the use of panels that display content. Home View allows you to see information contained in one window. Key GroupWise components are displayed below.
Folder List
The Folder List contains a hierarchical structure of the folders that are used to organize and hold messages and documents. The Items Area displays individual messages located in the selected folder. The Folder List and Items Area are linked to each other. To view items in a folder, simply select the folder in the Folder List on the left; the items in that folder then appear in the Items Area on the right. Eight folders appear automatically in the main GroupWise screen. Listed below are the eight folders and a brief summary of their contents.
|
Folder Name |
Description |
|
|
|
|
Mailbox |
Displays e-mail messages you have received |
|
Unopened Items |
Displays messages that have not been read |
|
Sent Items |
Displays a list of the messages that you have sent |
|
Calendar |
Displays your calendar which stores information about your appointments, notes, and tasks |
|
Checklist |
Displays a list of items that require an action of some sort. This folder can be used for task management |
|
Work in Progress |
Keeps drafts of unsent messages until you are ready to send them |
|
Cabinet |
Displays messages you have filed for storage |
|
Trash |
Displays items you have deleted along with the date the item was deleted |
Mailbox Folder and Reading Messages
To view your new messages, open the Mailbox folder. When you receive a new message, an unopened envelope icon appears next to the mailbox folder. Unopened mail also appears in bold.
To read a message, click the message line. The message opens in a new window.
Replying to Messages
To reply to the sender or group, click the Reply button. Note the drop down arrow near the Reply icon; this allows you to customize your reply by replying with the sender’s message included (or not) or to reply to a group by selecting Reply to All.
Note: After reading or replying to a message, click the Close button to close the message and return to the main GroupWise screen.
After an item is read, it is no longer bolded. However, you can mark messages as Read Later, so they can once again appear as new, bolded items. To mark mail as Read Later, simply select the item and select the Read Later option on the toolbar.
Composing Messages
Composing mail is simple in GroupWise. Simply click the New icon on the toolbar.
Fill out the To, Subject, and Message body fields. Once you are ready to send your message, click the Send button. You can send a Carbon Copy or a Blind Copy by entering the recipient’s e-mail address.
Attaching a File
The name of the
located file will appear here
You can attach files to messages in several ways. The easiest
way is to click the Attachment Tab and
browse to the file. Once you have located the file on your hard drive, select Open. Your file and its path will
appear in the small window near the browse button. To attach the located file,
simply click Attach. Note that large files may take some time to
be scanned and attached. To send your message along with the attachment, return
to the main mail screen by clicking the Mail
tab and selecting Send.
Viewing Attachments
You will know that you have received an attachment by the small paper clip icon near the envelope icon. You can easily view attachments sent to you via several options; you can open the application associated with the attachment, view the attachment in GroupWise, save the attached file to your hard drive, or print the attachment.
Reminder: Only open
attachments from known senders! Attachments are the leading transmission mode
for e-mail viruses!
The simplest way to view attachments is to open your message and click the attachment icon. The message widow will then display the contents of the attachment. GroupWise supports numerous attachment types for viewing. If you experience difficulty opening an attachment, please contact Morris School Tech support. If you wish to save an attachment to your hard drive or print an attacment, please use the directions below.
.
Forwarding Messages
If you wish to pass along a message and any file attachments, you Forward the message. When you Forward a message, you send a new message with the old message either embedded in the new message or as an attachment. It’s a good idea to always include your own introductory message when you forward a message.
To forward a message, simply click the Forward button on the toolbar.
When you forward a message, you actually create a message that contains a copy of the original message and its file attachments. A copy of the original message remains in your mailbox.
For more information regarding Forwarding options, please consult GroupWise online Help.
Deleting Messages
When
you no longer need a message, you can delete it from your mailbox or any
folder. After you delete it, the message goes into the Trash folder. The
message remains there until you empty the Trash manually or until the Trash is
emptied automatically according to settings specified by the system
administrator.
To delete a message, select the message by placing a checkmark in the small box, and press the Delete icon on the tool bar.
Checkbox and Delete icon
Restoring Messages
If you need to restore a message to the location it was deleted from, follow these simple steps; open the Trash folder, select the message, and choose Undelete from the toolbar.
Purging Messages
Purging messages permanently deletes messages. You can permanently purge individual messages or the entire contents of your Trash. Purge messages by clicking the Empty Trash icon located on the toolbar of the Trash folder.
Saving Draft Messages
If you are working on a message and you are unable to complete it, you can save the message to the Work in Progress folder. This allows you to complete the message at a later time and send it. To save a message to the Work in Progress folder, simply click the Save button on the tool bar. The default location for saving items is the Work in Progress folder. Click OK and your draft is saved. To access a draft message for later completion, double click the Work in Progress folder in the Folder panel. Draft items will appear in the Items panel. Select the subject of the draft item, complete and send your message.
Note: that if you
close a message without sending it…you will be asked if you wish to save the unsent
message to the Work in Progress folder.
GroupWise and Personal Address Books
The GroupWise Address Book is your GroupWise “yellow pages”. It is your master directory for looking up information about other users in the system. There are two types of address books; the Address Book that is part of GroupWise and set up by the system administrator and your own Personal Address Book.
The Address Book and your Personal Address Book allow you to send messages to individuals both within the GroupWise system and out of the system. You can send messages to groups of users, create personal groups, and look up information about other users.
To access Address Book features, simply click the Address Book icon in the toolbar. Note that from the drop down arrow, you can select the GroupWise Address Book or your own Personal Address Book.
GroupWise Address
Book
The GroupWise Address Book is set up by the system administrator and includes information about other GroupWise users within your organization. To search for a GroupWise user’s e-mail address, use the search tools provided. The search options Last Name and Begins With are the best options. Enter the first letter of the person’s last name and click the Search button.
The search engine will display a list of users who match the specified criteria.
Use the checkboxes to select individuals to send mail to. Checkmark a name or names and select the To button. Selected users will appear on the panel to the right. You can also select users to send Carbon Copies (CC) and Blind Copies (BC) to by selecting the appropriate buttons.
Selecting the Mail button will enter selected users into the appropriate fields in an
e-mail message.
Creating a Group Mailing List
Selecting Save Group
allows you to create personal e-mail groups for bulk mailing. In the dialog box
assign the group a name and provide a brief description. Note that by default,
your group will be saved in your Personal
Address Book. Then click Save.
Adding Contacts to your Personal Address Book
Adding contacts to your Personal Address Book is easy. Click Address Book. Use the drop down arrow to select your Personal Address Book and click Add Entry. Complete the required fields and click OK.
Sending Group Mailings and Modifying a Group List
To send mail to a Group, you simply type in the Group name in the To field and all individuals listed in that group will receive your message.
If you need to edit your group, follow the directions below.
Click on Address Book and switch to your Personal Address Book.
Using the drop down arrow, change the Search Criteria field from the default of Last Name to Name.
Your Group will name will. To view the contents of your group or to modify your group, click on the group name and select Modify.
To delete a group member, simply click the red X. To add group members use the Search button to locate individuals, remember to note what Address Book you wish to search from; the GroupWise Address Book or your Personal Address Book. After modifying your Personal Address Book, click the Save Group button.
Spell Check
Spell checking a message is very similar to using a regular word processing spell check utility with the same types of commands - Replace and Skip. Click the Close button when spell check is complete.
Simply click the Spell Check icon to begin checking your document.
Note that Novell uses a JAVA applet to spell check. The JAVA applet should already be installed on all school computers. If not, please contact your system administrator for assistance. If you are at home and wish to spell check, you may need to download the JAVA applet.
Unopened Items
The Unopened Items folder is just another way for you to view mail that has not been read yet. To access the Unopened Items view, simply click in the folder list Unopened Items.
Sent Items
Sent Items allows you to view mail you have sent. You can view the contents of your sent mail by clicking on the subject line. After clicking on a particular subject line you can view the status of your sent mail by clicking on the Properties tab. For example if you sent mail to another user within the GroupWise system, the properties tab will tell you if the recipient has opened your mail. If you sent mail to a user outside of the GroupWise system, the properties tab can only tell you if the mail has been transferred.
Note that in the main Sent Items screen, envelope icons inform you if sent mail has been opened by the type of mail icon that appears; a closed envelope denotes that the message has not been opened, an opened envelope denotes that it has been opened by the recipient.
Using Help
This mini-tutorial is by no means a complete tutorial on all of the messaging functions of GroupWise. For more information regarding GroupWise Messaging, please use the Help Menu or contact your system administrator.
Future Tutorials
Further tutorials are being created for other GroupWise functions listed in the GroupWise Home screen such as the Calendar, Checklist and Cabinet functions and Net Storage. Look for these future tutorials in your school mailbox soon!
