Novell GroupWise. www.novell.com 6.5 WEBACCESS CLIENT USER GUIDE October 31, 2005 Novell. Legal Notices Novell, Inc. makes no representations or warranties with respect to the contents or use of this documentation, and specifically disclaims any express or implied warranties of merchantability or fitness for any particular purpose. Further, Novell, Inc. reserves the right to revise this publication and to make changes to its content, at any time, without obligation to notify any person or entity of such revisions or changes. Further, Novell, Inc. makes no representations or warranties with respect to any software, and specifically disclaims any express or implied warranties of merchantability or fitness for any particular purpose. Further, Novell, Inc. reserves the right to make changes to any and all parts of Novell software, at any time, without any obligation to notify any person or entity of such changes. 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Contents About This Guide 4 Understanding GroupWise WebAccess Starting GroupWise WebACCeSS:.. 2. o uane gs A E A A A OS ed Understanding the GroupWise WebAccess Main Window. ...... 2... e... Understanding the Toolbar ............... ee Understanding the Folder List... 2... 2.2 aa Understanding; the: Item Liste: srete oa ea aos Sey Ped a As Ge Ne OE ee Boa ak Understanding Timing Out from GroupWise WebAccess .... 2... 0. . e... Getting Help s a Gat © Stee a eae A A BOS Saree Ba a BeBe A vs ck 4 2 GroupWise WebAccess Basics Composing 'ltems3s) =o sur iahn a Ge cia eee PARR Se a eh ek ao ee Bee eal es oes sending:a:Mail Message... + ciao See ee Shere a ee BE i en Oe es BAe Gt Sending a Phone Message . . .. aooaa a Schedúling. an Appointment: ans sss a e T a A E A ed o LE ASSIONING Mask: Sua ts e a e ARA 2 eh eet ole Woe, Bod ie A E a Writing:a:Note oz. a e AE oh See ig teak A A PEE Sending or Receiving an Internet Location . ................ .. . e... Managing Items You Receive .......... ee Opening an Item in Your Mailbox... 2... aaa a Searching foran Heim cdi Anat ee a ee Stee a A Soe hee EW AE a BA ee e Replying to an Item You Receive. .......... a a Deleting’an Item You Receive iti oa oe ke ee ee OE Sh Ee ee el a ee eB eS Undeleting<aniltem s oa a o ee ee Soe Geico ae ee EE OE eh ee A Marking an Item Unread (Read Later) . . . 2. aaa a Forwarding a Mail or Phone Message ............ a Accepting an Appointment, Note, or Task ................ . e... Declining an Appointment, Note, or Task. ................. .. e... Delegating an Appointment, Note, or Task. ................ e. Marking:a Task Complete:...,. iw mar ui a a a A poe aA Moving-an:ltemto:a-Fold@r 3.44 sg te ts ar I e NOY bh a oe ee ee BE ls Managing Items Yoü Send’... kee ee ER A A Checking the Status of an Item You Send ... 2... a Deleting or Retracting an Item You Send. .. 2... 2. aa a Moving an-Item toa Folder sss onee fn bok a oe Ek en Ee ee Bo L 3 GroupWise WebAccess Advanced Features Using: Spell:Checker argos o/s cee ee Pee ie Ek BOE ee A p A Pee OE EE ea a A Using the:Address Book: «ui fe cosa ea ee EAE ee ee ee a DE i E ah Searching for an Entry in the Address Book .. aoaaa a Addressing:an Item. or 24h B&R Be ee Ra Bee Be ek Poe Ae ee Peo eo Aa Managing a Personal Address Book . . 2. 2. 1 aaa Accepting a Shared Address Book. . 2... 2. Creating a:Personial :Groupiy s t hc gig ee ae a Ra eG Te A eae Editing‘a.Personal'Group:.. sb Ree Se eye Be SA ge A ae OE we RS Contents Working With Attachments... cs aa d w aeroeaoe a ior d e a a a ea T d a a a a a a 40 Using the WebAccess Calendar. . . s c so s ocw carece ser... e e ee ee e 40 Using the HTML Version of the Calendar ................ a 41 Using the Java Version of the Calendar. ............. a 43 Working: With Folders: s. mes sit arg ro a A e Ad eee de ek a aa! pIE Y 44 Creating: Folders Grecos 28) a Re E Be ee a Ek a ee ee ae ee a 44 Deleting Folders':: soe 36a. ee te ok Rone A Sok ARA EP a TE Ee oe ee ee 45 Moving an Item to Another Folder... 2... e a a a aE i E E a E A EO e E a E E e a Dai 45 Viewing Items in a Find Results Folder... 2... aaa a 45 Using the-Checklist Folder t s -foe a eta Roe Se Be E A A e OR A E E ds 46 Working with Shared Folders ............. ee 47 Undeleting Items im the Trash e 00th da de he eA as Bee e a A eE de A a O © oe 50 Using Proxy to Manage Other Mailboxes . . .............. a 50 Proxying Another User's Mailbox . ............ e e e e ee a e a e e a 51 Granting Proxy Access to Your Mailb0X. ................ a 52 Granting Default Proxy Access to Your Mailbox... 2... a 53 Using GroupWise:Libraries: ioi s soss s ee rar a A Re eoa E ee i 54 Modifying WebAccess Options .. © se ccc ee 55 Changing Your GroupWise Password... . aoaaa a a a 55 Specifying Send OPTIONS: ar ae tisk, oe eee ae eee Bae! pe a E dp a E ed ed 56 Setting the Default Number of Messages to Display. . ........ o... . e... . . uo... 58 Changing Your Time Zone: 238. os esse A e ch ee ES Re ee ee a Be 58 Automatically Adding A Signature to Items You Send. .... 2... 0. ee. 59 Using, RUES oir Date PES A E ei a eae) ee a aie de BA ESSA) OE ES 60 Printing:from WebACceSS:: sosucVi sa ee ed aay Ge ke PRA a Bee nd a A Ree ek 63 GroupWise Frequently Asked Questions 65 Documentation Updates 67 October 31 ¿20097 toto hha hk Shot se ee Ee dh eh BO hee Ss de Bi het SE EA it a 67 September 19;:2005 4.0. Bee oe tee sk Oat ae ees Wh dh Aa Sates we Be Ea eee Ae Seas 67 October’ 20; 2004 2 S coos ti i A i en A tetera, Gl Ad A eet ieee, a N 68 OCTOBER Toa 40 ie teers sede, doe WAG CR te rae ea oe dose Sey UE E nee A oe de ed Le tec Ae ack Bake A goad gage , 2003 68 July16; 2003 (SP 1) 23.2% 2 bs Ba Bb ode keh he bod bee ben es a a tia gb ed 68 GroupWise 6.5 WebAccess Client User Guide About This Guide This Novell® GroupWise® 6.5 WebAccess Client User Guide explains how to use the GroupWise WebAccess client. The guide is divided into the following sections: “Understanding GroupWise WebAccess” on page 9 “GroupWise WebAccess Basics” on page 15 “GroupWise WebAccess Advanced Features” on page 31 “Documentation Updates” on page 67 Additional Documentation For additional GroupWise documentation, see the following guides at the Novell GroupWise 6.5 documentation Web site (http://www.novell.com/documentation/lg/gw65): ¢ Installation Guide + Administration Guide + Multi-System Administration Guide + Interoperability Guide ¢ Troubleshooting Guides + GroupWise Windows Client User Guide + GroupWise Cross-Platform User Guide Documentation Updates For the most recent version of the GroupWise 6.5 WebAccess Client User Guide, visit the Novell GroupWise 6.5 documentation Web site (http://www.novell.com/documentation/lg/gw65). Documentation Conventions In Novell documentation, a greater-than symbol (>) is used to separate actions within a step and items in a cross-reference path. A trademark symbol de TM, etc.) denotes a Novell trademark. An asterisk (*) denotes a third-party trademark. User Comments We want to hear your comments and suggestions about this manual and the other documentation included with this product. Please use the User Comment feature at the bottom of each page of the online documentation, or go to www.novell.com/documentation/feedback.html and enter your comments there. About This Guide 7 GroupWise 6.5 WebAccess Client User Guide Understanding GroupWise WebAccess This section of the Group Wise" WebAccess User Guide contains the following topics: ¢ “Starting GroupWise WebAccess” on page 9 + “Understanding the GroupWise WebAccess Main Window” on page 10 + “Understanding Timing Out from GroupWise WebAccess” on page 13 + “Getting Help” on page 13 Starting GroupWise WebAccess You start GroupWise WebAccess as you would any other home page on the Internet. Use your Web browser to go to the URL your administrator gives you, such as www.gmail.com, or an IP address such as 155.155.11.22. A Novell WebAccess - Microsoft Internet Explorer i A (01 x} | File Edit View Favorites Tools Help El | back > > - Q A | Bsearch [ájFavorites History | Eh Ej +3 | Address (El bt): nie ser vict/webacc v| @Go | Links 2 Novell. Username: pme Password: Language Setting Information ® Copyright 1993-2002 Novell, Inc. All rights reserved. Version 6. From the WebAccess login page, enter your username and password just as you would for the Windows* version of your Group Wise user account. After you've entered your username and password, click Login. Understanding GroupWise WebAccess 9 Understanding 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 Det 24,7 Trio bim prain Úla ple Dies Howell. Mailbox -H messages displayed Lips ETT] Deps | ie | Mail | Aci] Da] opi | Subject Date from m np ~ A TT] = m — r El iy kig e E — e e TC E TO TITO — — = = r E laa js ele SS SS Se =i F E A i" |” a PT” o E a T” E la io 6 TI. oe T 3 Ml ll Rete los a — — — T Ze Hime Fases les ell — = = TL Em los Ek Pan = = m r 5 Em ol 2 ee a = T oS ls e ee — = - © hmi — A E Pr 2 uA A A A O sl | Folder List Item List The main window has different components to help you accomplish your daily tasks. The following sections describe the various components you can use from the main window: + “Understanding the Toolbar” on page 10 + “Understanding the Folder List” on page 10 + “Understanding the Item List” on page 12 Understanding the Toolbar The toolbar displays options to view your Mailbox, compose an item, search the Address Book, view your Calendar, find items in your Mailbox, search for documents in a GroupWise library, proxy to another user, open Help, change your GroupWise WebAccess options, and exit GroupWise WebAccess. Understanding the Folder List 10 The Folder List displays the folders used to organize the items you've sent and received. You can add additional folders to further help you organize your items. The Mailbox folder is the default folder that is opened when you first log in. The following folders are displayed in the Folder List. You can open a folder by clicking the icon. GroupWise 6.5 WebAccess Client User Guide Icon Description Lists items you've received. The Mailbox is a system folder. a” Mailbox E Lists received items you have not yet opened. Unopened Items di Lists items you've sent from the Mailbox and Calendar. The Sent Items Sent Items folder is a system folder. After you move a sent item from the Sent Items folder to another folder, it no longer displays in the Sent Items folder. (In the previous version of GroupWise WebAccess, the Sent Items folder was a query folder that listed sent items from all folders.) m Lists all appointments, tasks, and notes in your Calendar. The Calendar Calendar is a system folder. Ei Checklist Lists items you have moved to this folder. Use the Checklist folder to create a task list. The Checklist folder is a system folder. (In the previous version of GroupWise WebAccess, a Task List folder listed all the task items in your Mailbox and Calendar. The Task List folder was a query folder.) For more information, see “Using the Checklist Folder” on page 46. EJ Lists folders you've created. The Cabinet is a system folder. Cabinet 3 Lists deleted items that have not yet been purged. The Trash is a 1% Trash system folder. System folders cannot be deleted. For additional information about using folders, see “Working with Folders” on page 44. Personal Folders You can add additional folders to further organize your items. For example, you could add a folder to your Cabinet to store all messages you receive regarding a specific project you're working on. Shared Folders You can share personal folders with other users. Recipients of the shared folder receive a notification explaining that you have shared the folder with them. They can then accept the folder or decline the folder. Find Results Folders In the Windows version of GroupWise, you can save the results of an item or document search in a folder. You cannot do this in GroupWise WebAccess. However, GroupWise WebAccess lets you view any Find Results folders you've created in another version of GroupWise. Understanding GroupWise WebAccess 11 Understanding the Item List The Item List displays the contents of the folder that is currently open. By default, the most recent 25 items in the folder are displayed. Ifthe folder contains more than 25 messages, a Display Next button appears at the bottom of the list. You can use it to display the next 25 messages, or you can choose to select more or less than 25 messages. The icon next to each item indicates the item type, status, and priority. You click an item to open 1t. When you open an item, all actions you can perform on that item type are displayed at the top of the item view. For easy access, actions that you commonly perform on items are also displayed at the top of the Item List. You can select multiple items by clicking the boxes to the left of the items. Whenever you select items in the Item List and perform an action on them, WebAccess updates the Item List. However, to reduce the number of times you need to access the Web server, WebAccess does not automatically update the Item List when you open an item and perform an action on it. For example, if you select an item in the Item List and move it to another folder, the Item List will be updated after the move. However, if you open an item and move it to a folder, the Item List is not updated. To refresh the list, you can open the folder again or click Update at the top of the list. Sent items are bolded to show when they are queued but not delivered, status information has not been received about them being delivered, or they have not yet been transferred to the Internet. The following icons may be displayed in the Item List: Icon Message Type, Status, and Priority Unopened mail message (high, normal, low priorit he p ge (hig p y) a5 Opened mail message (high, normal, low priority) SEE Unopened appointment (high, normal, low priority) e EIE Opened appointment (high, normal, low priority) > A Ep Unopened task (high, normal, low priority) g E ES Opened task (high, normal, low priority) Unopened note (high, normal, low priority) H F F Opened note (high, normal, low priority) Mita Unopened phone message (high, normal, low priority) Gar a E Opened phone message (high, normal, low priority) = E5 t Reply requested (high, normal, low priority) 12 GroupWise 6.5 WebAccess Client User Guide Icon Message Type, Status, and Priority a Unopened document reference E Opened document reference # One or more attachments included with the item Shared folder notification Shared address book notification Sent item Unopened posted item (shared folder) d Opened posted item (shared folder) Understanding Timing Out from GroupWise WebAccess Specific actions, such as opening or sending an item, generate a call to the Web server. Other actions, such as scrolling through items in the Item List, composing a message without sending it, or reading Help topics, do not generate a call to the Web server. If, for a period of time, you leave GroupWise WebAccess alone or perform actions that don't generate a call, WebAccess logs you out. Doing so not only provides security for your e-mail but also ensures that the Web server and GroupWise WebAccess run efficiently. The time-out period is determined by your GroupWise system administrator. If you try to perform an action after you've been logged out, you will be prompted to log in again. Getting Help If you have questions about using WebAccess, you can get help from several sources. Online Help is available from wherever you are in WebAccess. When you click the Help button, a second browser window opens to display Help so that the task you are performing is not disturbed. You can find GroupWise documentation, including GroupWise WebAccess documentation, at the GroupWise documentation Web site (http://www.novell.com/documentation). In addition, you can find additional information and answers to your questions at the GroupWise Cool Solutions Web site (http://www.novell.com/coolsolutions/gwmag/index.html). Understanding GroupWise WebAccess 13 14 GroupWise 6.5 WebAccess Client User Guide GroupWise WebAccess Basics This section of the Group Wise" WebAccess User Guide provides basic information to get you started using GroupWise WebAccess. This section contains the following topics: + “Composing Items” on page 15 + “Managing Items You Receive” on page 22 + “Managing Items You Send” on page 27 Composing Items GroupWise WebAccess has five different item types: mail message, phone message, appointment, note, and task. You address all item types in the same way, using the Address Book to add recipients’ addresses to the To, CC, and BC boxes. You can also attach files to each item type and include Web site locations (URLs) in the Subject and Message box of each item type. You can further group these five item types into two categories: unscheduled items and scheduled items. + Unscheduled Items: Unscheduled items include mail messages and phone messages. Both types of messages let you send a messages that are not scheduled for a particular time or date. + Mail Message: Lets you specify a subject and message. + Phone Message: Similar to mail messages, except that phone messages have boxes for caller, company, and phone number information. + Scheduled Items: Appointments, tasks, and notes are scheduled items, meaning that they appear in the recipient's Calendar as well as the Mailbox. The recipient of an appointment, task, or note has the option of accepting or declining it. Accepted items are removed from the recipient's Mailbox and stored in the recipient's Calendar. Declined items are removed from both the recipient's Mailbox and the Calendar. If you are the sender, you can see what action recipients have taken by checking the status information for the scheduled item. + Appointment: Lets you include the time, date, and place of the appointment. You can use Busy Search to find times when all recipients are free. ¢ Task: Lets you indicate which day you want the task to appear in the recipient's Calendar and which day you want the task completed. You can also assign a priority to the task. + Note: Lets you indicate which day you want the note to appear on the recipient's Calendar. Because notes are posted in the recipient's Calendar, they are frequently used as reminders of specific events, such as days off, project deadlines, or birthdays. This section contains the following topics: + “Sending a Mail Message” on page 16 GroupWise WebAccess Basics 15 + “Sending a Phone Message” on page 17 ¢ “Scheduling an Appointment” on page 18 + “Assigning a Task” on page 19 + “Writing a Note” on page 20 ¢ “Sending or Receiving an Internet Location” on page 21 Sending a Mail Message 1 From the GroupWise WebAccess main window, click Y File Edt view Favorites Tools Help |æ | Mail Message Novell. Appointment | Task | Note | _Phone Subject: Message: 8 TF Activate signature Joe Pangilinan 2] Owner Jerry Inc. Ei 2 Click Address Book to add recipients in the To, CC, and BC boxes. or Type a recipient's address in the To, CC, or BC box. The address can be a GroupWise user ID, GroupWise full name, or external e-mail address. Separate each address with a comma. 3 Type a subject and message. You can include Web site locations or addresses (URLs) in both the Subject and Message boxes. 4 (Optional) Click Spell Check to spell check the message. For this feature to work, your browser must be enabled for Java*. 5 (Optional) Click Attach to attach files to the message. For this feature to work, your browser must support attachments. 6 Click Send Options to select a security setting (classification), assign a priority (high, standard, low), request a reply, or select to receive return notification. 7 Click Send. 16 GroupWise 6.5 WebAccess Client User Guide If a Web server outage occurs while you are composing a message, your message is not lost when you click Send. It is captured and appears at the bottom of the WebAccess Login page so that you can retrieve it when your Web server comes back up and you log into WebAccess again. Sending a Phone Message Group Wise phone messages are similar to paper-based While You Were Out messages. You send GroupWise phone messages to inform other users of calls and their details. GroupWise phone messages do not send spoken messages. 1 From the GroupWise WebAccess main window, click N. 2 Click Phone to change the mail message to a phone message. E] Novell WebAccess Compose Message - Microsoft Internet Explorer 5 oj xj Ele gdt view Favorites Tools Help | Ay | Phone Message Mail | _Appointment | _Task | _Note | Caller: e—— Company: Phone: pe $$$ Message: | TF Activate signature 3 Click Address Book to add recipients in the To box. or Type a recipient's address in the To box. The address can be a GroupWise user ID, Group Wise full name, or external e-mail address. Separate each address with a comma. 4 Type the caller, company, and phone information. 5 Type a message. You can include Web site locations or addresses (URLs) in the Message box. 6 (Optional) Click Spell Check to spell check the message. For this feature to work, your browser must be enabled for Java. 7 (Optional) Click Attach to attach files to the message. For this feature to work, your browser must support attachments. 8 Click Send Options to select a security setting (classification), assign a priority (high, standard, low), request a reply, or select to receive return notification. 9 Click Send. GroupWise WebAccess Basics 17 Scheduling an Appointment 18 1 From the GroupWise WebAccess main window, click to display a mail message, then click Appointment to change the mail message to an appointment. or From the HTML Calendar, click Create Appointment. or From the Java Calendar, double-click the Appointment list. E] Novell WebAccess Compose Message - Microsoft Internet se Message - Microsoft Internet Explorer A a Of x| File Edit View Favorites Tools Help ay Appointment Mail | Task | Note | Phone Location: Date: February yJ/14 +f[2003 y] Time: 12:00 [P.M +] Duration: |1 Hours y Subject: Message: mo IA le FT Activate signature [4D Internet 2 Click Address Book to add recipients in the To, CC, and BC boxes. If you want to create a personal appointment that displays only in your Calendar, do not add additional names. or Type a recipient's address in the To, CC, or BC box. The address can be a GroupWise user ID, GroupWise full name, or external e-mail address. Separate each address with a comma. To schedule a resource, such as a conference room, that is available in the address book, add the resource to the To box. 3 Type a location for the meeting. If you added a resource to the To box, the location may be filled in automatically. 4 Specify the month, day, year, and beginning time for the appointment. Skip to Step 5. or Click Busy Search to find and insert an appointment time when all the recipients are available. When you use Busy Search, GroupWise lists times when the users whose schedules were checked are available for an appointment. The time blocks listed might be longer than the duration specified. For example, 8am through 1pm might be listed as an available time. If your meeting has a duration of two hours, you could select from a number of available times, including 8am-10am, 9am-1lam, and llam- lpm. You can decide on an appointment time GroupWise 6.5 WebAccess Client User Guide from the available times listed or use the first available time, which GroupWise selects for you. To schedule the appointment for one of the times listed, click the time. Skip to Step 6. 5 To set the duration, type a number, then select Hours, Minutes, or Days. You can use whole numbers or decimal numbers, such as 90 minutes or 1.5 hours. 6 Type a subject and message. You can include Web site locations or addresses (URLs) in both the Subject and Message boxes. 7 (Optional) Click Spell Check to spell check the message. For this feature to work, your browser must be enabled for Java. 8 (Optional) Click Attach to attach files to the appointment. For this feature to work, your browser must support attachments. 9 Click Send Options to select a security setting (classification), assign a priority (high, standard, low), request a reply, or select to receive return notification. 10 Click Send. Assigning a Task 1 From the GroupWise WebAccess main window, click Y to display a mail message, then click Task to change the mail message to a task. or From the HTML Calendar, click Create Task. or From the Java Calendar, double-click the Task list. 3 Novell WebAccess Compose Message - Microsoft Internet Explorer s oj xj Ele gdt view Favorites Tools Help | Ay | Mail | Appointment | _Note | Phone To: sjones cc: BC: E — Start Date: Priority: February yJ/14 [2003 y Due Date: February {|15 +/[2003 y Subject: eeo Message: IT Activate signature 2 Click Address Book to add recipients in the To, CC, and BC boxes. GroupWise WebAccess Basics 19 Writing a Note 10 or Type a recipient's address in the To, CC, or BC box. The address can be a GroupWise user ID, GroupWise full name, or external e-mail address. Separate each address with a comma. To create a personal task that displays only in your Calendar, add your name only. For the start date, specify the month, day, and year you want the task to first appear on the recipient's Calendar. Type a priority. You can type a letter (such as A), a number (such as 1), or a letter-number combination with the letter first (such as A1). For the due date, specify the month, day, and year when you want the task to be completed. Type a subject and message. You can include Web site locations or addresses (URLs) in both the Subject and Message boxes. (Optional) Click Spell Check to spell check the message. For this feature to work, your browser must be enabled for Java. (Optional) Click Attach to attach files to the message. For this feature to work, your browser must support attachments. Click Send Options to select a security setting (classification), assign a priority (high, standard, low), request a reply, or select to receive return notification. Click Send. From the GroupWise WebAccess main window, click Y display a mail message, then click Note to change the mail message to a note. or From the HTML Calendar, click Create Note. or From the Java Calendar, double-click the Note list. 20 GroupWise 6.5 WebAccess Client User Guide E] Novell WebAccess Compose Message - Microsoft Internet Explorer 5 oj x| Ele gdt view Favorites Tools Help | & | February yJ/14 y/[|2003 + Subject: Message: pei FP Activate signature 2 Click Address Book to add recipients in the To, CC, and BC boxes. or Type a recipient's address in the To, CC, or BC box. The address can be a GroupWise user ID, GroupWise full name, or external e-mail address. Separate each address with a comma. To create a personal note that displays only in your Calendar, add your name only. 3 Specify the month, day, and year you want the note to appear on the recipient's Calendar. 4 Type a subject and message. You can include Web site locations or addresses (URLs) in both the Subject and Message boxes. 5 (Optional) Click Spell Check to spell check the message. For this feature to work, your browser must be enabled for Java. 6 (Optional) Click Attach to attach files to the note. For this feature to work, your browser must support attachments. 7 Click Send Options to select a security setting (classification), assign a priority (high, standard, low), request a reply, or select to receive return notification. 8 Click Send. Sending or Receiving an Internet Location WebAccess allows you to send a Web site location, or URL, to another user. WebAccess interprets any URL in the Message box into a shortcut to the Web site. The recipient who opens your message in WebAccess can click the shortcut displayed in the Attachments box to open a second browser window that displays the Web site. GroupWise WebAccess Basics 21 Managing Items You Receive Reading and managing mail messages, appointments, tasks, or notes in WebAccess is as simple as clicking your mouse to open the item. This section contains the following topics: + “Opening an Item in Your Mailbox” on page 22 + “Searching for an Item” on page 22 + “Replying to an Item You Receive” on page 23 + “Deleting an Item You Receive” on page 23 + “Undeleting an Item” on page 23 + “Marking an Item Unread (Read Later)” on page 24 ¢ “Forwarding a Mail or Phone Message” on page 24 + “Accepting an Appointment, Note, or Task” on page 24 + “Declining an Appointment, Note, or Task” on page 25 + “Delegating an Appointment, Note, or Task” on page 25 + “Marking a Task Complete” on page 26 + “Moving an Item to a Folder” on page 27 Opening an Item in Your Mailbox In WebAccess, all GroupWise items are opened the same way. 1 From the Item List, click the subject of the item. The available buttons vary depending on the item type you have open. Appointments, tasks, and notes can be accepted, declined, or delegated. Click Accept, Decline, or Delegate next to the item in the Item List or in the message view itself. Searching for an Item 22 1 From the GroupWise WebAccess main window, click Q Find. 2 To search for specific text, click Full Text or Subject, then type the words you are looking for in the text box. 3 To search for a name, click From or To/CC, then type the name in the text box. 4 Select each item type you are looking for. If you select Document, Find will search your Mailbox for document references. If you want to search GroupWise libraries for documents, see “Using GroupWise Libraries” on page 54. 5 Select each item source you are looking for. 6 In the Search In list, click the folders you want to search in. If you are searching in a folder in the Cabinet, you might first need to click the arrow next to the Cabinet to display the Cabinet folders. If you select Mailbox, your Sent Items folder will be included in the search. If you do not select a folder, all listed folders are included in the search. 7 Click Find. GroupWise 6.5 WebAccess Client User Guide Replying to an Item You Receive You can reply to an item you’ ve received. You can reply to the item’s author or to everybody who originally received the item. 1 5 Click the Mailbox icon in the Folder List. or Click the Calendar icon in the Folder List, then go to the date of the appointment, task, or note. Click the message, appointment, task, or note to open it. Click Reply to Sender or Reply All to open a Reply form. Reply to Sender sends a reply to the sender only. Reply All sends a reply to the sender and all recipients of the original item. Type your message. You can include Web site locations or addresses (URLs) in the Message box. Click Send. Deleting an Item You Receive You can delete Items you receive and place them in the Trash. 1 Click the Mailbox icon in the Folder List. or To delete an item you've moved to a folder, click the folder in the Folder List. or To delete an appointment, task, or note you've already accepted, click the Calendar icon in the Folder List. Locate the items in the Item List. Select the items, then click Delete at the top of the Item List. or Click the item to open it, then click Delete. The items are removed from your Mailbox or Calendar. The status of the items are also updated in the sender's Mailbox or Calendar to show you've deleted the item. As long as the item remains in your Trash, you can undelete it. Undeleting an Item You can undelete items you deleted (unless you have emptied the Trash). Items emptied from the Trash cannot be undeleted. 1 Click the Trash icon in the Folder List. 2 Select the items, then click Undelete at the top of the Item List. or Click the item to open it, then click Undelete. The item is moved from your Trash to the folder from which it was originally deleted. GroupWise WebAccess Basics 23 Marking an Item Unread (Read Later) If you have opened and read an item, you can mark it as unread. This will change the item’s icon in the Item List back to that of an unopened item. You might want to mark an item as unread if that item requires further action or if you don’t want that item to get lost among the other opened items in you Item List. 1 Click the Mailbox icon in the Folder List. 2 Locate the item in the Item List. 3 Select the item, then click Read Later at the top of the Item List. or Click the item to open it, then click Read Later. Using Read Later does not change the status of the item in Properties. For example, if you have opened an item, then marked the item unread, the sender of the item still sees the item status as opened in Properties. Forwarding a Mail or Phone Message 4 Click the Mailbox in the Folder List. 2 Click the mail or phone message to open it. 3 Click Forward to open a new message. The original message is included as an attachment to the new message. 4 Click Address Book to add recipients in the To, CC, and BC boxes. or Type a recipient's address in the To, CC, or BC box. The address can be a GroupWise user ID, GroupWise full name, or external e-mail address. Separate each address with a comma. 5 Type a message. You can include web site locations or addresses (URLs) in the Message box. 6 (Optional) Click Spell Check to spell check the message. For this feature to work, your browser must be enabled for Java. 7 (Optional) Click Attach to attach files to the message. For this feature to work, your browser must support attachments. 8 Click Send. Accepting an Appointment, Note, or Task 24 4 Click the Mailbox icon in the Folder List. or Click the Calendar icon in the Folder List, then go to the date of the appointment, task, or note. 2 Click the appointment, task, or note to open it, then click Accept. GroupWise 6.5 WebAccess Client User Guide A GroupWise WebAccess Message Item - Microsoft Internet Explorer = oj x| | Ele Edt wew Favorites Toos Help | ay | Appointment (Unaccepted) Novell. Clase Previous Next Forward Reply to Sender Reply All Move Decline Accept Delegate Read Later Properties From: Pd To: Date: Friday - February 14, 2003 Time: 2:00 PM - 4:00 PM Location: CR-567 Subject: Weekly Status Meeting Please come prepared to discuss any issues, and to give updates on your projects. f- E { [T [49 Internet Ui 3 Ifyou want, type a message in the Comments to Sender box. 4 Click Accept. The appointment, task, or note is removed from the Item List in your Mailbox and appears in your Calendar only. The sender can tell you've accepted the item by checking its status information. Declining an Appointment, Note, or Task 4 Click the Mailbox icon in the Folder List. or If you have already accepted the appointment, task, or note, click the Calendar icon in the Folder List to open the Calendar, then go to the date of the appointment, task, or note. 2 Click the appointment, task, or note to open it. 3 Click Decline. 4 If you want, type a message in the Comments to Sender box. 5 Click Decline. The appointment, task, or note is removed from your Calendar and Mailbox. The status of the item is updated in the sender's Mailbox to show that you have declined the item. If you commented when you declined the item, the sender can read your comments by checking the status information. Delegating an Appointment, Note, or Task 4 Click the Mailbox icon in the Folder List. or If you have already accepted the appointment, task, or note, click the Calendar icon in the Folder List to open the Calendar, then go to the date of the appointment, task, or note. GroupWise WebAccess Basics 25 2 Click the appointment, task, or note to open it. 3 Click Delegate to open a Delegate form. 4 Click Address Book to add recipients in the To box. or Type a recipient's address in the To box. The address can be a GroupWise user ID, GroupWise full name, or external e-mail address. Separate each address with a comma. 5 Type a message. You can include Web site locations or addresses (URLs) in the Message box. 6 (Optional) Click Spell Check to spell check the message. For this feature to work, your browser must be enabled for Java. 7 (Optional) Click Attach to attach files to the appointment, task, or note. For this feature to work, your browser must support attachments. 8 Click Send. The original sender can see that you've delegated the appointment, task, or note by checking the status information for the item. You can also check whether the delegated item was accepted or declined by opening your Sent Items folder and checking the status information for the delegated item. Marking a Task Complete 26 1 Click the Calendar icon in the Folder List to open the Calendar, then go to the date of the task. or If you have not yet accepted the task, click the Mailbox icon in the Folder List. 2 Click the task to open it. EY GroupWise WebAccess Message Item - Microsoft Internet Explorer = oj x| Ele Edt view Favorites Tools Help | Ay Task (Unaccepted, Uncompleted) Novell. Close Previous Next Forward Reply to Sender Reply All Move Decline Accept Delegate Complete Read Later Properties From: Mi Friday - February 14, 2003 Tuesday - February 25, 2003 Priority: 1 Subject: Please update your time estimates 3 Click Complete to display the Complete form. GroupWise 6.5 WebAccess Client User Guide 4 Click Complete. The sender of the task can see that you completed the task by checking its status information. Moving an Item to a Folder 1 To move an item you received, click the Mailbox icon in the Folder List. or To move an appointment, task, or note you've already accepted, click the Calendar icon in the Folder List. Locate the item in the Item List. Select the item, then click Move at the top of the Item List. or Click the item to open it, then click Move. Click the folder where you want to move the item. If you are moving the item to a folder in the Cabinet, you may first need to click the arrow next to the Cabinet to display the Cabinet folders. You can also move items to the Checklist folder to create a checklist. For more information, see “Using the Checklist Folder” on page 46. Managing Items You Send After you’ve sent an item, you can check its status to see if it has been delivered, read, deleted, and so forth. You can also retract a message, providing it has not been opened. You can also move items into different folders to keep you GroupWise Mailbox organized. This section contains the following topics: + + + “Checking the Status of an Item You Send” on page 27 “Deleting or Retracting an Item You Send” on page 28 “Moving an Item to a Folder” on page 29 Checking the Status of an Item You Send 1 2 3 Click the Sent Items icon in the Folder List. Click the item in the Item List to open it. Click Properties. GroupWise WebAccess Basics 27 3 Item Properties - Microsoft Internet Explorer A Í | x! File Edit View Favorites Tools Help l nm Properties Recipients Novell. Status Delivered 2/11/03 9:38 AM Downloaded 2/11/03 9:42 AM Opened 2/11/03 9:59 AM Replied 2/11/03 10:01 AM Delivered 2/11/03 9:39 AM Opened 2/11/03 9:47 AM [E] Done [4D Internet 4 For more detailed status information, click Other Properties. E TST File Edit view Favorites Tools Help | ay Properties Mail Properties From: Subject: Creation Date: GroupWise User Information: Send Options Auto Delete: Concealed Subject: Expiration Date: Notify Recipients: Priority: Reply Requested: Return Notification: Security: Status Tracking: To Be Delivered: Files Message Sz GW65 online doc 2/11/2003 9:38 AMA 3E492723,E87 : 5: 4178 No No None Yes Standard No None Normal All Information Immediate Size Date 540 2/11/2003 9:38 AM [4D Internet Deleting or Retracting an Item You Send 4 Click the Sent Items icon in the Folder List. 2 Click the item in the Item List to open it. 3 To delete the item from your Mailbox only, click Delete from This Mailbox. or To retract the item from your Mailbox and from all recipients' Mailboxes, click Delete from All Mailboxes. A mail message or phone message is retracted only if the recipient has not yet opened it. An appointment, note, or task is retracted even if the recipient has already opened and accepted it. 28 GroupWise 6.5 WebAccess Client User Guide Moving an Item to a Folder 1 To move an item you sent, click the Sent Items icon in the Folder List. or To move an appointment, task, or note you've already accepted, click the Calendar icon in the Folder List. 2 Locate the item in the Item List. 3 Select the item, then click Move at the top of the Item List. or Click the item to open it, then click Move. Novell WebAccess - Microsoft Internet Explorer -iol x| Ele gdt view Favorites Tools Help | ay | Novell. 4 Click the folder where you want to move the item. If you are moving the item to a folder in the Cabinet, you may first need to click the arrow next to the Cabinet to display the Cabinet folders. You can also move items to the Checklist folder to create a checklist. For more information, see “Using the Checklist Folder” on page 46. GroupWise WebAccess Basics 29 30 GroupWise 6.5 WebAccess Client User Guide GroupWise WebAccess Advanced Features GroupWise® WebAccess lets you use advanced features to help you read and send messages, use the WebAccess calendar, organize messages in folders, print messages, use Proxy to access other mailboxes, and more. The section contains the following topics: + + + + + + 173 217 15 sing Spell Checker” on page 31 sing the Address Book” on page 32 orking with Attachments” on page 40 sing the WebAccess Calendar” on page 40 orking with Folders” on page 44 ndeleting Items in the Trash” on page 50 sing Proxy to Manage Other Mailboxes” on page 50 sing GroupWise Libraries” on page 54 “Modifying WebAccess Options” on page 55 “Printing from WebAccess” on page 63 Using Spell Checker Spell Checker lets you check messages you create for misspelled words. The WebAccess Spell Checker is a Java Applet. That means that to use the Spell Checker, your browser must be enabled for Java. 1 From a message you are creating, click Spell Check. GroupWise WebAccess Advanced Features 31 EY Novell WebAccess Compose Message - Microsoft Internet Explorer a oj xj [ File Edit View Favorites Tools Help Ea Speller Novell. Subject: Message: [This document contains instructions for updating an Einar) sytem with the newest patch. Note that the new search capabiliteis will not be implemented until the system is rebooted 4 Not found: exisiting Replace with: fexisting Replace Suggestions: feliciting lexio “o > 3 3 5 2 i S = $ o Š Ú o a Mm Co £S English | A [89 Internet 2 When Spell Checker stops on a word and suggests replacements, click the word you want in the Suggestions box, then click Replace. or Edit the word in the Replace With box, then click Replace. or If you don't want to change the word, click Skip. Sometimes Spell Checker offers no replacement words. If this happens, click Skip, or edit the text manually in the Replace With box. The WebAccess dictionary and word lists cannot be modified. 3 When there are no more words to check, click Close. Using the Address Book The Address Book stores information about users, resources, and organizations. You can use the Address Book to search for information or to add e-mail addresses to an item you are composing. GroupWise WebAccess includes an HTML version ofthe Address Book and a Java version. When you open the Address Book, the Java version is displayed. You can switch between versions after you've opened the Address Book. The Address Book consists of the GroupWise system address book, one or more personal address books, the Frequent Contacts address book, and possibly shared address books and LDAP address books. + GroupWise System Address Book: You have one GroupWise system address book. The system address book includes all users who have a GroupWise Mailbox in your organization. You cannot modify the system address book. + Personal Address Books: You can have multiple personal address books. By default, GroupWise WebAccess provides one predefined personal address book with your name as the 32 GroupWise 6.5 WebAccess Client User Guide title. You can use your personal address book to add e-mail addresses and information for users, resources, or organizations not defined in the system address book. Frequent Contacts Address Book: You have one Frequent Contacts address book. In the Windows version of the GroupWise client, your most frequently or most recently used addresses are automatically added to the Frequent Contacts address book. In GroupWise WebAccess, you must manually add addresses to this book. Addresses added by the Windows Group Wise client will also appear in the GroupWise WebAccess Frequent Contacts address book. Shared Address Books: In the Windows version of the GroupWise client, users can share address books with other users. In GroupWise WebAccess, you cannot share an address book with other users, but you can receive shared address books. Once you accept a shared address book, 1t appears in your Address Book list along with your system address book, personal address book, and Frequent Contacts address book. LDAP Address Books: If your GroupWise system administrator has implemented LDAP (Lightweight Directory Access Protocol) to gain access to other address books, the Address Book will give you the option of switching between the GroupWise address books (system address book, personal address book, Frequent Contacts, and shared address books) and the LDAP address books. You can use the LDAP address books to address items and search for user information. This section contains the following topics: + + + + + “Searching for an Entry in the Address Book” on page 33 “Addressing an Item” on page 34 “Managing a Personal Address Book” on page 35 “Accepting a Shared Address Book” on page 37 “Creating a Personal Group” on page 38 Searching for an Entry in the Address Book 1 From the GroupWise WebAccess main window, click the Address Book icon to open the Address Book. By default, the Address Book opens to the GroupWise address books. If your GroupWise system administrator has enabled LDAP, you can click LDAP Address Book to search LDAP address books. In the Address Books list, select the address book you want to search. For GroupWise, you can choose from the GroupWise address book, the Frequent Contacts address book, or a personal address book. For LDAP, you can choose from any LDAP address books your GroupWise system administrator has defined. Select the number of entries you want displayed at one time. The default displays 25 entries at one time. To list the first entries (25 by default) in the selected address book, leave the search conditions boxes empty. or To search for a specific entry, use the search conditions boxes to define the Address Book fields and information you want to search. GroupWise WebAccess Advanced Features 33 GroupWise WebAccess supports the * (asterisk) and ? (question mark) wildcards. When searching a field, you can use * to represent multiple characters and ? to represent one character. In the Java Address Book, for example, if you define a "First Name begins with jo*" condition, the search will return all entries whose first names start with JO (John, Joel, Jose, and so forth). If you define a "Last Name contains s?n" condition, the search will return all entries whose last names contain S and N separated by one character (Sanders, Johannson, Larsen, and so forth). Æ Novell WebAccess Address Book - Microsoft Internet Explorer = > Address Book - Microsoft Internet Explorer A ES | File Edit View Favorites Tools Help Address Book Address Book: Number of names to display: GroupWise Address Book zÍ 25 zÍ Last Name zÍ begins with f More than 25 additional matches found Ada | _Modity | Delete | copy | Move | to: | cc | | Bc: | Bl comms updal Ma 2 lo. E Assimilation Moo -Beach-Management i E-Mail: [mmim-Beach-Management.Centrz Me CCP -Childcare Betas -Chronicle Imi -cmc-sales iy fay Bates -Content-Man Mami Contracts Denia -DBA — DBA-Worksh -DBS -= Delivery The HTML Address Book and LDAP Address Book allow you to enter two search conditions. The Java Address Book, however, lets you enter more than two conditions. To do so, click the Advanced Search button. 5 Click Search Address Book (or Search) to display a list of entries that match your search conditions. If you decide to send an item to a user you found, you can click To, CC, or BC to indicate the recipient type and then click Mail to open a new item. Addressing an Item 1 Open a new item. 2 Click Address Book to open the Address Book. By default, the Address Book opens to the GroupWise address books. If your GroupWise system administrator has enabled LDAP, you can click LDAP Address Book to search LDAP address books. 3 In the Address Books list, select the address book you want to search. For GroupWise, you can choose from the GroupWise address book, the Frequent Contacts address book, or a personal address book. For LDAP, you can choose from any LDAP address books your GroupWise system administrator has defined. 4 Select the number of entries you want displayed at one time. The default displays 25 entries at one time. 34 GroupWise 6.5 WebAccess Client User Guide 5 To list the first entries (25 by default) in the selected address book, leave the search conditions boxes empty. or To search for a specific entry, use the search conditions boxes to define the Address Book fields and information you want to search. GroupWise WebAccess supports the * (asterisk) and ? (question mark) wildcards. When searching a field, you can use * to represent multiple characters and ? to represent one character. In the Java Address Book, for example, if you define a "First Name begins with jo*" condition, the search will return all entries whose first names start with JO (John, Joel, Jose, and so forth). If you define a "Last Name contains s?n" condition, the search will return all entries whose last names contain S and N separated by one character (Sanders, Johannson, Larsen, and so forth). The HTML Address Book and LDAP Address Book allow you to enter two search conditions. The Java Address Book, however, lets you enter more than two conditions. To do so, click the Advanced Search button. 6 Click Search Address Book (or Search) to display a list of entries that match your search conditions. 7 Select the entry you want to add to the item's recipient list, then click To, CC, or BC to indicate the recipient type. If you are using the HTML Address Book or LDAP Address Book, you can add multiple recipients at one time by selecting the check boxes in front of the recipients' entries. In the Java Address Book, you must add each recipient individually. 8 After you've finished selecting the item's recipients, click OK to add them to the item. Managing a Personal Address Book You can have multiple personal address books. By default, GroupWise WebAccess provides one predefined personal address book with your name as the title. You can use your personal address book to add e-mail addresses and information for users, resources, or organizations not defined in the system address book. These addresses can be for people inside or outside of your organization. This section contains the following topics: + “Creating a Personal Address Book” on page 35 + “Adding Entries to a Personal Address Book” on page 36 Creating a Personal Address Book 1 From the GroupWise WebAccess main window, click the Address Book icon to open the Address Book. 2 Click Address Book Options. GroupWise WebAccess Advanced Features 35 lola Address Book Options Personal Address Books _Create Address Book Address Book Frequent Contacts Dutlook Express Address Book-imported Description: = |Warning: Applet Window 3 Click Create Address Book to display the Create Address Book form. 4 Inthe Address Book Name box, type the name you want to use for the personal address book. 5 If desired, enter a description in the Description box. The description is for your use only. It appears only when viewing the address books in the Address Books Options form. 6 Click OK to add the new address book to the Personal Address Book list. 7 Click Close to return to the Address Book. Adding Entries to a Personal Address Book 1 From the GroupWise WebAccess main window, click the Address Book icon to open the Address Book. 2 Inthe Address Book, click Add (or Add Entry) to display the Add Address Book Entry form. 36 GroupWise 6.5 WebAccess Client User Guide -oxi Add Address Book Entry Add: Person | Resource || Organization Personal Address Book: — | Address Book = * First Name: * Last Name: ee * E-Mail: Office Phone: [p Display Name: Title: EEE Cell Phone: Home Phone: Fax: Pager: ee Organization: Department: Address: City: LS State: Zip Code: LS Country: Mail Stop: E Screen Name: Greeting: — Ea Comments: ¿_-_X * Data is required in at least one of these fields. E] Cancel | (Warning: Applet Window 3 If you want to add a resource or organization rather than a person, click Resource or Organization. 4 Select the personal address book where you want to add the entry. 5 Fill in at least one of the asterisked fields. This is required so that the entry can be listed in the Address Book. If you want to send messages to the entry, make sure you complete the E-Mail field. 6 Fill in any other fields you want. Any information you add will be displayed when you select the entry in the Address Book. 7 Click OK to save the entry to the selected address book. Accepting a Shared Address Book In the Windows version of the GroupWise client, users can share address books with other users. In GroupWise WebAccess, you cannot share an address book with other users, but you can receive shared address books. When you accept a shared address book, it appears in your Address Book list along with your system address book, personal address book, and Frequent Contacts address book. 4 Click the Mailbox icon in the Folder List. 2 Click the shared address book notification to open it. 3 Click Accept Address Book to add the address book to the Address Book list. You can now use the shared address book to address items or look up user information just as you would from your own address books. GroupWise WebAccess Advanced Features 37 Creating a Personal Group 38 1 From the GroupWise WebAccess main window, click the Address Book icon to open the Address Book. By default, the Address Book opens to the GroupWise address books. If your GroupWise system administrator has enabled LDAP, you can click LDAP Address Book to search LDAP address books for entries you want to add to the personal group. In the Address Books list, select the address book that contains the entries you want to add to the group. For GroupWise, you can choose from the GroupWise address book, the Frequent Contacts address book, or a personal address book. For LDAP, you can choose from any LDAP address books your GroupWise system administrator has defined. Select the number of entries you want displayed at one time. The default displays 25 entries at one time. To list the first entries (25 by default) in the selected address book, leave the search conditions boxes empty. or To search for a specific entry, use the search conditions boxes to define the Address Book fields and information you want to search. GroupWise WebAccess supports the * (asterisk) and ? (question mark) wildcards. When searching a field, you can use * to represent multiple characters and ? to represent one character. In the Java Address Book, for example, if you define a "First Name begins with jo*" condition, the search will return all entries whose first names start with JO (John, Joel, Jose, and so forth). If you define a "Last Name contains s?n" condition, the search will return all entries whose last names contain S and N separated by one character (Sanders, Johannson, Larsen, and so forth). The HTML Address Book and LDAP Address Book allow you to enter two search conditions. The Java Address Book, however, lets you enter more than two conditions. To do so, click the Advanced Search button. Click Search Address Book (or Search) to display a list of entries that match your search conditions. Select the entry you want to add to the group, then click To, CC, or BC to indicate the recipient type. If you are using the HTML Address Book or LDAP Address Book, you can add multiple recipients at one time by selecting the check boxes in front of the recipients’ entries. In the Java Address Book, you must add each recipient individually. After you've selected the entries you want to add to the group, click Save Group to display the Save Group dialog box. GroupWise 6.5 WebAccess Client User Guide Novell WebAccess Address Book - Microsoft Internet Explor 101 x| | Fie Edit View Favorites Tools Help fa Address Book Address Book: Number of names to display: [GroupWise Address Book E] [a =] ¡E lo v Save Group Personal Address Book: Frequent Contacts Group Name: [Team A Description: |Warning: Applet Window J J J J J k L L L h h h h M E C F 4 | [A (49 Internet 8 In the Personal Address Book list, select the personal address book where you want to save the group. 9 Specify a name and description (optional) for the group, then click Save. The group is added to the personal address book. When addressing items, you can type the group name in the To, CC, or BC box, or you can use the Address Book to include it. The item is sent to each member of the group. Editing a Personal Group 1 From the GroupWise WebAccess main window, click the Address Book icon to open the Address Book. 2 In the Address Books list, select the group you want to edit. If you are working in the Java view, skip to step 4. 3 Open the group. 4 Click the Modify Group button. If you are working from the Java view, click the Modify button. 5 Add or delete entries from the group. 6 After you have selected the entries you want to add to the group, click Save Group to display the Save Group dialog box. 7 In the Personal Address Book list, select the personal address book where you want to save the group. 8 Specify a name and description (optional) for the group, then click Save. The group is added to the personal address book. When addressing items, you can type the group name in the To, CC, or BC box, or you can use the Address Book to include it. The item is sent to each member of the group. GroupWise WebAccess Advanced Features 39 Working with Attachments All GroupWise items you send or receive can include attachments of any file type (for example, text, audio, image, video, and application). Attaching Files You can attach one or more files to an item to send to other users. For example, you might want to send an expense report to another user or attach an agenda to an appointment. For you to attach files to an item, your browser must support attachments. Viewing Attachments When you view an attached file, GroupWise WebAccess attempts to convert the file to HTML and display it in your browser. If GroupWise WebAccess cannot convert the file, you can try to have your browser display the file. Depending on how your browser is configured to handle the file, the browser may display the file, launch an application to view the file in its native format, or save the file. Opening Attachments When you open an attached file, the file is opened in your browser in its native format if your browser supports the file format and if your browser is set up with the correct association for the file format. In addition, you might be able to edit the file if you have the appropriate plug-in (for example, the MSWord plug-in allows you to edit a .doc file in the browser). If you try to open a file with a format that is not supported in your browser or that does not have an association in your browser, you are prompted to save the file to disk. Saving Attachments You can save attachments in their native format. Attached Documents Users of the Windows version of GroupWise can attach library documents to a message. The attachment includes both a document snapshot and a document reference. The document snapshot is the actual document attached to the message; the document reference is a link to the document in the library. When you receive the message, you have the option of using the document reference to view, open, or save the actual library document, or using the document snapshot to view, open, or save the document attached to the message. Using the WebAccess Calendar 40 The Calendar lets you view appointments, tasks, or notes you've received from others or created for yourself. You can view one day, one week, or one month at a time. You open the Calendar from the toolbar in the GroupWise WebAccess main window. When you open the Calendar, the HTML version is displayed. GroupWise WebAccess also provides a Java version of the Calendar. You can switch between versions after you've opened the Calendar, if your Web browser supports Java. The Calendar displays any appointments, tasks, and notes you've received whether you've accepted them or not. You can perform the same actions on an item in the Calendar that you can on an item in the Mailbox, such as accepting, declining, delegating, or moving the item. In addition, you can also decline, delegate, or move items you've accepted that no longer appear in GroupWise 6.5 WebAccess Client User Guide your Mailbox. While you have the Calendar open, you can also schedule appointments, assign tasks, and write notes to other users. If you don't want to open the Calendar, you can use the Calendar option in the Folder List to display your Calendar items in the Item List. This section contains the following topics: + “Using the HTML Version of the Calendar” on page 41 + “Using the Java Version of the Calendar” on page 43 Using the HTML Version of the Calendar You open the Calendar from the toolbar in the GroupWise WebAccess main window. When you open the Calendar, the HTML version is displayed. This section contains the following topics: + “Using the Day View Calendar” on page 41 + “Using the Week View Calendar” on page 42 + “Using the Month View Calendar” on page 42 Using the Day View Calendar 4 Click the View Calendar icon in the main window. 2 Click Day in the top-left corner of the Calendar view. GroupWises WebAccess Feb 14, 2003 (Friday) Mountain Standard Time Pals Novell. Friday - February 14, 2003 Update Select All- Clear All Delete | Move Read Later Accept | Decline | Complete Appointments Subject Time From T Beam meeting 1:46PM m (CR-768) T BStatus Meeting 3:00 PM (Lunchroom) Notes Subject Date From MT EDarrin - FTO 214/03 SSS fCarolO - FTO 2119/03 a] r Dad's birthday 2119/03 A] Tasks Subject Due Date From T IEA 10/31/02 ee T A il carid esteemed eoeevidiasinass 11/1202 A Create r 7) A E Appointment | Y EA 1/22/03 tr] ES Task r SAA 1/17/03 m G Note TA IE ee Vs PEE 211103 ip © Lava Calendar The Day View calendar displays the current date. To change dates within the current month, click the desired date in the monthly calendar. To move forward or backward one month, click the arrow buttons next to the month header in the monthly calendar. To return to the current day’s calendar, click Today. GroupWise WebAccess Advanced Features 41 You can also use the Month, Day, and Year drop-down lists to display a calendar for a different date. You can create an appointment, task, or note from within the calendar by using the appropriate option in the lower-left corner of the calendar view. Using the Week View Calendar 4 Click the View Calendar icon in the main window. 2 Click Week in the top-left corner of the Calendar view. The Week View calendar displays the current week’s calendar. To change the view to display another week’s calendar, click any date from the desired week in the monthly calendar. To move forward or backward one month, click the arrow buttons next to the month header in the monthly calendar. To view the current date’s Day View calendar, click Today. You can also use the Month, Day, and Year drop-down lists to display a Week View calendar for another week. You can create an appointment, task, or note from within the calendar using the appropriate option in the lower-left corner of the calendar view. Using the Month View Calendar 4 Click the View Calendar icon in the main window. 2 Click Month in the top left corner of the Calendar view. GroupWise» WebAccess "Feb 14, 2003 (Friday) == Mountain Standard Time B iz [El Novell. March 2003 Sunday) Monday Tuesday) Wednesday l Thursday [Friday [Saturday 1 2 3 4 5 6 Z 8 Today | 40:30 AM mipitan 9:00 AM MIO Beta Sit! [February y] uz a m u la 13 u (5 2003 + :30 AM tmpt Core Tea [9:00 AM MN Beta Sit Change To | 16 17 18 19 20 21 22 10:30 AM mimina 8:30 AM EEN Core Tea Create El Appointment Task Note 2 ls 5 26 2 2 2 8:30 AM QumphhiemeCore Tea CY © Lava Calendar 30 31 10:30 AM ST | fe The Month View calendar displays the current month’s calendar. To change the view to display another month’s calendar, click the month in the yearly calendar. 42 GroupWise 6.5 WebAccess Client User Guide To move forward or backward one month, click the arrow buttons next to the year header in the yearly calendar. To view the current date’s Day View calendar, click Today. You can also use the Month, Day, and Year drop-down lists to display a Day View calendar for another day. You can create an Appointment, Task, or Note from within the calendar using the appropriate option in the lower-left corner of the calendar view. Using the Java Version of the Calendar You open the Calendar from the toolbar in the GroupWise WebAccess main window. When you open the Calendar, the HTML version is displayed. GroupWise WebAccess also provides a Java version of the Calendar. You can switch between versions once you've opened the Calendar, if your Web browser supports Java. To switch to the Java calendar, click Java Calendar. 4 Click the View Calendar icon in the main window. 2 Click Java Calendar. A two-day calendar is displayed. You can display or hide panes for Appointments, Tasks, and Notes by clicking the appropriate buttons. Double-click any item to open it. To display a calendar of a specific date, click Go To Date, select the date using the monthly calendar or by using the backward/forward month and year buttons, then click OK. You can move forward or backward one day at a time by clicking the arrow buttons next to Today in the toolbar. To return to today’s calendar, click Today. To open a monthly calendar, click Launch Month Calendar. lo x! March 2003 Wednesday 13 9:00 AM Into! Subject: GQ Core Team Meeting Time: 8:30 AM - 10:00 AM [e Location: PRY-CR-H23211 From: SE [Warning: Applet Window 19 8:30 AM (a ee a PR a) | sep] Oct] Nov| Dec] Update l << Today P >> [Warning: Applet Window Place the mouse pointer over any item to display its details, such as Time, Location, From, and so forth. You can display a calendar for another month in the current year by clicking the appropriate month button at the bottom of the view. You can also move forward or backward one month or year using the arrow buttons next to Today. To return to today’s calendar, click Today. GroupWise WebAccess Advanced Features 43 Working with Folders GroupWise WebAccess provides folders to help organize the items you send and receive. The Folder List lets you select which folder you want open. The contents of the currently opened folder are displayed in the Item List. The following folders are displayed in the Folder List. You can open a folder by clicking the icon. For more information about the folders in your Folder List, see “Understanding the Folder List” on page 10. This section contains the following topics: + “Creating Folders” on page 44 + “Deleting Folders” on page 45 + “Moving an Item to Another Folder” on page 45 ¢ “Viewing Items in a Find Results Folder” on page 45 + “Using the Checklist Folder” on page 46 ¢ “Working with Shared Folders” on page 47 Creating Folders 4 In the Folder List, click Add Folder. Add Folder Folder Name: [New Folder OK | Cancel | Down Right pn C ~ Q m a c @ Mailbox C & Sent Items C El Calendar Cc og > El Cabinet s M Checklist CIO Junk Mail C & Trash 2 Type a name for your new folder in the Folder Name box. 3 Select the place in the Folder List where you want to add the folder. By default, the folder will be added as the first folder in the Cabinet. For example, to add a folder at the same level as the Mailbox folder, select the Down button next to the Mailbox folder. To add a folder to the Mailbox folder, select the Right button next to the Mailbox folder. 4 Click OK. 44 GroupWise 6.5 WebAccess Client User Guide Deleting Folders You cannot delete your user folder, the Mailbox, the Cabinet, or the Trash. Be careful deleting folders. Some predefined folders, such as, the Sent Items folder, can be difficult to recreate. 1 In the Folder List, click Delete Folder. 2 Click the folder you want to delete, then click Delete to confirm that you want to delete the folder and all its contents. You cannot delete system folders. For more information, see “Understanding the Folder List” on page 10. Moving an Item to Another Folder You cannot drag items from folder to folder. Also, because of most Web browsers' limitations, you cannot select more than one item at a time. 41 To move an item you received, click the Mailbox icon in the Folder List. or To move an appointment, task, or note you've already accepted, click the Calendar icon in the Folder List. or To move an item you sent, click the Sent Items icon in the Folder List. 2 Locate the item in the Item List. 3 Select the item, then click Move at the top of the Item List. or Click the item to open it, then click Move. 4 Click the folder where you want to move the item. If you are moving the item to a folder in the Cabinet, you may first need to click the arrow next to the Cabinet to display the Cabinet folders. Viewing Items in a Find Results Folder A Find Results folder is a folder that displays the results of a query. When the folder is opened, GroupWise examines the search criteria defined for the folder, searches for everything specified, then displays everything it finds in the Item List. You can act on items in a Find Results folder the same way you act on items in any folder, such as opening, forwarding, printing, copying, moving, or deleting them, but the original item remains stored in the folder where the search found it. This means that if you move or delete an item from a Find Results folder, the item is deleted from the Item List, but not from the original location. The next time you open the Find Results folder, the search is performed again and the item is once again displayed. Although you cannot create new find results folders using WebAccess, you can use folders you created using the GroupWise Client for Windows. However, to ensure that you are viewing the most recent information in the folder and not a cached copy, you should click Update before opening a Find Results folder. GroupWise WebAccess Advanced Features 45 Using the Checklist Folder Use the % Checklist folder to create a task list. You can move any items (mail messages, phone messages, notes, tasks, or appointments) to this folder and arrange them in the order you want. You can mark items Complete. You can assign items a due date, but the items do not display in your Calendar. The Checklist folder is a system folder. In the Windows version of GroupWise, you can mark items to display in the Checklist folder without actually moving them. You cannot do this in GroupWise WebAccess. However, 1f you marked items to display in the Checklist folder from the Windows version of GroupWise, GroupWise WebAccess lets you view the items in the Checklist folder. In the Windows version of GroupWise, you can create a checklist area at the top of any folder if you have selected the Checklist display setting for the folder. This checklist displays in its original folder and in the Checklist folder. You cannot do this in GroupWise WebAccess. However, if you have created checklists in multiple folders from the Windows version of GroupWise, GroupWise WebAccess lets you view the items in the Checklist folder. In the previous version of GroupWise WebAccess, a Task List folder listed all the task items in your Mailbox and Calendar. The Task List folder was a query folder. The Checklist folder replaces the Task List folder. This section contains the following topics: + “Creating a Checklist in the Checklist Folder” on page 46 + “Moving an Item to the Checklist Folder” on page 46 + “Assigning a Due Date to an Item in the Checklist Folder” on page 47 + “Marking or Unmarking a Checklist Item Complete” on page 47 Creating a Checklist in the Checklist Folder 1 Move items to the Checklist folder. For information, see “Moving an Item to the Checklist Folder” on page 46. 2 To arrange the items in the order you want, click an item, then click the toolbar icons to move the item up, down, or to the top or bottom of the checklist. 3 To assign a due date to an item, click the item, click Checklist, click Activate Checklist Due Date, select a due date, click Save, then click Close. The due date displays in the Due Date column in the Item List. Moving an Item to the Checklist Folder 41 To move an item you received, click the Mailbox icon in the Folder List. or To move an appointment, task, or note you've already accepted, click the Calendar icon in the Folder List. 2 Locate the item in the Item List. 3 Select the item, then click Move at the top of the Item List. or Click the item to open it, then click Move. 4 Click the Checklist folder. 46 GroupWise 6.5 WebAccess Client User Guide Assigning a Due Date to an Item in the Checklist Folder 1 2 3 4 Click the Checklist icon in the Folder List. Locate the item in the Item List. Click the item to open it, then click Checklist. Click Activate Checklist Due Date, select a due date, click Save, then click Close. Click Activate Checklist Due Date, select a due date, click Save, then click Close. Marking or Unmarking a Checklist Item Complete 1 2 3 Click the Checklist icon in the Folder List. Locate the item in the Item List. Click the check box to the left of the item, then click Complete at the top of the Item List. Items that have been marked Complete have a check mark next to them. To unmark an item, click the item to open it, click Checklist, deselect Complete, click Save, then click Close. Working with Shared Folders Sharing a Folder You can share personal folders with other users. Recipients of the shared folder receive a notification explaining that you have shared the folder with them. They can then accept the folder or decline the folder. This section contains the following topics: + + + “Sharing a Folder” on page 47 “Accepting a Shared Folder” on page 49 “Posting an Item to a Shared Folder” on page 49 In the Folder List, open the folder you want to share. At the top of the Item List, click Share Folder. GroupWise WebAccess Advanced Features 47 F https: i AS Share. | File Edit View Favorites Tools Help | Shared Folder To share this folder, add users to the list below Name ST Shared List Status Read Add Edit | [B (4) Internet 3 In the Name box, type the GroupWise names or Group Wise user IDs of the people with whom you want to share the folder, then click Add to add them to the Shared list. or Click Address Book to use the Address Book to add names to the Shared list. After you've added a shared folder recipient, the Status column displays Pending until the recipient accepts or declines the shared folder. F https: i servlet /webacc?User.context=InhoRnftbfFusaction=Folder.Actionshs | Ele Edt View Favorites Tools Help | Shared Folder To share this folder, add users to the list below Name[—~S*S*S*S:C rr Shared List 4 If desired, change the recipient's shared folder rights. + Read: Lets the user read items in the folder. + Add: Lets the user add items to the folder. 48 GroupWise 6.5 WebAccess Client User Guide + Edit: Lets the user edit items in the folder. + Delete: Lets the user delete items from the folder. 5 Click Save if you changed any shared folder rights. or Click Close. Accepting a Shared Folder 4 Click the Mailbox icon in the Folder List. 2 Click the shared folder notification to open it. 3 Click Accept Folder to open the Accept Shared Folder dialog box. 4 If you want to change the name of the folder (in your Folder List only), type a new name in the Folder Name box. 5 In the Folder List, select the location where you want the folder to be placed. 6 Click OK to add the folder. Posting an Item to a Shared Folder 1 In the Folder List, open the shared folder you want to post the item to. 2 At the top of the Item List, click Post Item to This Folder to display a Message form. 3 Type a subject and message. Ee Novell WebAccess Compose Message - Microsoft Internet Explorer P = oj x| | File Edit View Favorites Tools Help Ea Mail Message Production info - Post item Subject: Inquiry Message: I was wondering if anyone had received an update about 24 project 567?) ll [E] Done [| [49 Internet A You can include Web site locations or addresses (URLs) in both the Subject and Message boxes. 4 (Optional) Click Spell Check to spell check the message. For this feature to work, your browser must be enabled for Java. GroupWise WebAccess Advanced Features 49 5 (Optional) Click Attach to attach files to the message. For this feature to work, your browser must support attachments. 6 Click Post to add the message to the shared folder. Undeleting Items in the Trash When you delete an item, the item is moved to the Trash. The item remains in the Trash until you purge the item from the Trash or purge all items by emptying the Trash. The Trash works like other folders in your Folder List, which means you can list the items in the Trash as well as open and view item contents. You can also undelete items in the Trash. Undeleted items return to the folders from which they were deleted. The Windows version of GroupWise includes an option for automatically emptying the Trash after a specified number of days. If this option has been set, either by you or by the GroupWise system administrator, items in the Trash will be automatically purged after the specified number of days. To undelete items in your Trash folder, 4 Click Trash in the Folder List. 2 Select the item, then click Undelete at the top of the Item List. or Click the item to open it, then click Undelete. The item is moved from your Trash to the folder from which it was originally deleted. Using Proxy to Manage Other Mailboxes 50 Proxy lets a GroupWise user access another Group Wise user's Mailbox to perform various actions, such as reading, sending, accepting, and declining items, on behalf of the user. This means that you can manage another user's Mailbox (including the Calendar), or you can allow another user to manage your Mailbox. IMPORTANT: You can proxy for a user in a different post office or domain, as long as that person is in the same GroupWise system. You cannot proxy for a user in a different GroupWise system. Before you can use Proxy to manage another user's Mailbox, that person must grant you proxy access to his or her Mailbox. The same is true if you want someone to act as your proxy; you must give that person proxy access to your Mailbox. Proxy access enables the proxy to open the other person's Mailbox, while logged in to his or her own Mailbox, without knowing the person's Group Wise user ID and Mailbox password. It also establishes the rights the proxy will have to the Mailbox. A proxy's rights determine the extent to which the proxy can manage the person's Mailbox. For example, the proxy might be given rights to read and write (send) all item types or be given rights to read Calendar items (appointments, tasks, and notes) only. In addition to providing specific users with proxy access to your Mailbox, you can establish a default level of proxy access. The default level of proxy access is given to all GroupWise users who you haven't explicitly given proxy access to. You establish the default level of proxy access by modifying the <All User Access> entry in your Proxy Access list. For example, if you want to enable all GroupWise users to view your Calendar, you can modify the <All User Access> entry to give Read rights to your appointments, tasks, and notes. By default, the <All User Access> does not allow any access to your Mailbox. GroupWise 6.5 WebAccess Client User Guide This section contains the following topics: + “Proxying Another User’s Mailbox” on page 51 + “Granting Proxy Access to Your Mailbox” on page 52 + “Granting Default Proxy Access to Your Mailbox” on page 53 Proxying Another User's Mailbox 1 From the GroupWise WebAccess main window, click the Proxy icon. zix [ File Edit View Favorites Tools Help Ea Proxy Novell. = Name: q Oo — Login Address Book Proxy List Delete Name Email Address User 5 AE Close En E | [ED Internet Z The Proxy list contains the names of all users whose Mailboxes you've previously proxied. 2 Ifthe user's whose Mailbox you want to proxy is listed in the Proxy list, click the user. Otherwise, continue with the next step. 3 Click Address Book to open the GroupWise Address Book. or If you know the full GroupWise address (userID.post_office.domain) of the person whose Mailbox you want to proxy, enter the address in the Name field, then click Login. 4 Ifyou are using the Java Address Book, enter the search criteria needed to find the user whose Mailbox you want to proxy, then click Search Address Book. In the list of users that is displayed as a result of the search, select the user, click Add (above the list box on the right), then click Login to close the Address Book and display the user's Mailbox. or If you are using the HTML Address Book, enter the search criteria needed to find the user whom you want to be a proxy, then click Search. In the list of users that is displayed as a result of the search, select the user, click Select (at the top of the list of users), then click Login to close the Address Book and display the user's Mailbox. 5 When you are finished proxying for the user, click in the user's main window. GroupWise WebAccess Advanced Features 51 Granting Proxy Access to Your Mailbox 1 From the GroupWise WebAccess main window, click the Options icon on the toolbar. 2 Click Proxy Access. For a user to have proxy rights to your Mailbox, you must add the user to the Proxy Access list. 3 Click Add Entry to display the Add Proxy Access page. EY Proxy Access - Microsoft Internet Explorer E E oj x| | File Edit View Favorites Tools Help Ea Add Proxy Access Novell. < Name: Address Book Mail'Phone: I Read I Write Appointments: I Read I Write Reminder Notes: I Read I Write Tasks: I Read I Write I Subscribe to my alarms I Subscribe to my notifications F Modify options/rules/folders I Read items marked private Save | Cancel | [E] Done { [Ja Internet VY; 4 Click Address Book to open the GroupWise Address Book. or If you know the GroupWise user ID of the person you want to assign as a proxy, enter the user ID in the Name field, then skip to step 6. 5 Ifyou are using the Java Address Book, enter the search criteria needed to find the user whom you want to be a proxy, then click Search Address Book. In the list of users that is displayed as a result of the search, select the user, click Add (above the list box on the right), then click OK to close the Address Book and display the user in the Name field. or If you are using the HTML Address Book, enter the search criteria needed to find the user whom you want to be a proxy, then click Search. In the list of users that is displayed as a result of the search, select the user, click Select (at the top of the list of users), then click OK to close the Address Book and display the user in the Name field. 6 Select the rights you want to give the proxy: + Mail/Phone: Select Read to enable the proxy to read mail and phone messages. Select Write to enable the proxy to create and send mail and phone messages. + Appointments: Select Read to enable the proxy to read appointments. Select Write to enable the proxy to create and send appointments. 52 GroupWise 6.5 WebAccess Client User Guide Reminder Notes: Select Read to enable the proxy to read notes. Select Write to enable the proxy to create and send notes. Tasks: Select Read to enable the proxy to read tasks. Select Write to enable the proxy to create and send tasks. Subscribe to My Alarms: This applies only if the proxy is using the Group Wise client for Windows. Receiving alarms is not supported in GroupWise WebAccess. Select this option to enable the proxy to receive any appointment alarms you set. Receiving alarms is only supported if the proxy is on the same post office you are. Subscribe to My Notifications: This applies only if the proxy is using the GroupWise client for Windows. Receiving notifications is not supported in GroupWise WebAccess. Select this option to enable the proxy to receive notifications given through GroupWise Notify. Receiving notifications is only supported if the proxy is on the same post office you are. Modify Options/Rules/Folders: Select this option to enable the proxy to change the options in your Mailbox and to add, delete, or modify folders. The proxy can edit any of your Options settings except for the Proxy Access settings. Read Items Marked Private: Select this option to enable the proxy to see any items that are marked Private. If you don't give the proxy these rights, all items marked Private in your Mailbox are hidden from that proxy. 7 Click Save to add the proxy to the Proxy Access list. 8 Repeat steps 3 through 7 to add additional proxies. or Click Close to close the Proxy Access list. Granting Default Proxy Access to Your Mailbox 1 From the GroupWise WebAccess main window, click the Options icon on the toolbar. 2 Click Proxy Access. The Proxy Access list contains an entry called <All User Access>. This entry applies to any GroupWise users who you have not explicitly added to the Proxy Access list. 3 Click <All User Access> to display the proxy rights assigned to this entry. By default, the <All User Access> entry has no proxy rights to your Mailbox. 4 Select the rights you want to give the <All User Access> entry: + Mail/Phone: Select Read to enable all users to read mail and phone messages. Select Write to enable all users to create and send mail and phone messages. Appointments: Select Read to enable all users to read appointments. Select Write to enable all users to create and send appointments. Reminder Notes: Select Read to enable all users to read notes. Select Write to enable all users to create and send notes. Tasks: Select Read to enable all users to read tasks. Select Write to enable all users to create and send tasks. Subscribe to My Alarms: This applies only if they are using the GroupWise client for Windows. Receiving alarms is not supported in GroupWise WebAccess. Select this GroupWise WebAccess Advanced Features 53 option to enable all users to receive any appointment alarms you set. Receiving alarms is only supported if the proxy is on the same post office you are. + Subscribe to My Notifications: This applies only if they are using the Group Wise client for Windows. Receiving notifications is not supported in GroupWise WebAccess. Select this option to enable all users to receive notifications given through Group Wise Notify. Receiving notifications is only supported if the proxy is on the same post office you are. ¢ Modify Options/Rules/Folders: Select this option to enable all users to change the options in your Mailbox and to add, delete, or modify folders. Users can edit any of your Options settings except for the Proxy Access settings. + Read Items Marked Private: Select this option to enable all users to see any items that are marked Private. If you don't give the users these rights, all items marked Private in your Mailbox are hidden from the users. 5 Click Save to save the changes to the <All User Access> entry. 6 Click Close to close the Proxy Access list. Using GroupWise Libraries Group Wise libraries store documents created by GroupWise users. GroupWise WebAccess lets you search Group Wise libraries for documents that you have created or that other users have created and shared with you. After you have found the document you want, you can view it as an HTML document or save it to your local drive and then view or edit it in its native application. If you have the appropriate plug-in for your browser, you might also be able to open the document and edit it in your browser. For example, the MSWord plug-in allows you to edit a .doc file in the browser. You cannot use GroupWise WebAccess to save documents to a library. This includes any new documents you've created or any existing library documents you've saved to your local drive to view or edit. To save a document to a library, use the Windows version of Group Wise. To search for a document: 1 From the GroupWise WebAccess main window, click the Search For Documents icon. T Oct 11, 2001 (Thursday) GroupWises WebAccess Te Novell. Search | Fields to search: @ Anywhere C Subject © Author Libraries to search: I aFo-csiisv I AFO-General_Use I AFO-North_Consulting I AFO- Northern_California_Sales T AFO- Southern_California_Consulting y, 4 | » 2 Type the words you want to search for. 3 Select whether you want to search the Subject field, the Author field, or all fields (anywhere) in the document. 54 GroupWise 6.5 WebAccess Client User Guide 4 Select the libraries to search. 5 Click Search to display documents that meet the search criteria. 6 Click the document to view it as an HTML document. or Click Open to open the document in your browser in its native format. You can do this if your browser supports the file format and if your browser is set up with the correct association for the file format. If you have the appropriate plug-in, you might be able to edit the document in your browser. For example, the MSWord plug-in allows you to edit a .doc file in the browser. or Click Save As to save the document to in its native format to a local drive. or Click Properties to display information about the document. You can also search for items in your Mailbox. For more information, see “Searching for an Item” on page 22. Modifying WebAccess Options You can use GroupWise WebAccess to modify options to change your password, change your send options, change your time zone, create rules, and more. This section contains the following topics: + “Changing Your GroupWise Password” on page 55 + “Specifying Send Options” on page 56 + “Setting the Default Number of Messages to Display” on page 58 + “Changing Your Time Zone” on page 58 + “Automatically Adding A Signature to Items You Send” on page 59 + “Using Rules” on page 60 Changing Your GroupWise Password If your system administrator has turned on LDAP authentication, your LDAP password is used instead of your GroupWise password to access GroupWise WebAccess. If LDAP authentication is turned on, the following procedure changes your LDAP password. 1 From the GroupWise WebAccess main window, click the Options icon. 2 Click Password. GroupWise WebAccess Advanced Features 55 EY Novell WebAccess Options - Microsoft Internet Explorer z oj x| File Edit View Favorites Tools Help | a | Options Novell. General [EERIE] Proxy Access Rules Send Options Signature Tine Zone | Change your password Change your password Type your old password Type your new password: | confirm [O Save Close El a [ | | a internet Z 3 Type your old password. 4 Type your new password, then retype the new password to confirm it. Remember that your password is case-sensitive. 5 Click OK. When you change your password in GroupWise WebAccess, you change it for your GroupWise Mailbox. That means that you always use the same password to log in to your GroupWise Mailbox whether you are using GroupWise WebAccess or another version of the GroupWise client. Specifying Send Options 56 You can specify send options for different types of items (mail, appointment, task, note, phone message) you send, and you can specify global send options that affect every item you send. Send options include the following: Classification A classification is a security setting that lets the recipient know if the item is confidential, top secret, and so forth. This information appears at the top of the item. A classification does not provide any encryption or additional security. It is meant to alert the recipient to the relative sensitivity of the item. Priority Recipients can see the priority of an item by looking at the color of the icon next to the item in the Item List. High priority items are red, normal priority items are white, and low priority items are gray. Reply Requested When you request a reply to an item, the recipient of the item sees next to the item in the Item List. If you select When Convenient, "Reply Requested: When convenient" appears at the top of the item. If you select Within x Days, "Reply Requested: By xx/xx/xx" appears at the top of the item. If the recipient attempts to delete an item without replying, he or she is reminded that the item requested a reply. (The recipient can still delete the item without replying.) GroupWise 6.5 WebAccess Client User Guide Return Notification Return notification lets you know information such as when the recipient opens or deletes an item, declines an appointment, or completes a task. If you select to receive Notify or Notify and Mail, this will only apply when you are using the GroupWise client for Windows. Receiving notifications through Notify is not supported in GroupWise WebAccess. Changing the Security Setting (Classification) of All Items You Send 1 From the GroupWise WebAccess main window, click the Options icon. 2 Click Send Options. 3 Novell WebAccess Options - Microsoft Internet Explorer A Oj x) Ele Edit view Favorites Tools Help | Ay Options er: L Password Proxy Access Rules Signature Change your Send Options Classification Normal hd Priority C High © Standard C Low Reply Requested € None © When Convenient © within ]9 Y] Days Return Notification Mail When opened When deleted None None y Appointment {| [i Internet 3 Select a security setting from the Classification drop-down list. 4 Click Save, then click Close. Changing the Priority of All Items You Send 1 From the GroupWise WebAccess main window, click the Options icon. 2 Click Send Options. 3 Select a priority. The small icon next to an item in the Mailbox is red when the priority is high, white when the priority is standard, and gray when the priority is low. 4 Click Save, then click Close. Requesting a Reply for All Items You Send 1 From the GroupWise WebAccess main window, click the Options icon. 2 Click Send Options. 3 Under Reply Requested, specify when you want to receive a reply. The recipient sees S next to the message. If you select When Convenient, "Reply Requested: When convenient" appears at the top of the message. If you select Within x Days, "Reply Requested: By xx/xx/xx" appears at the top of the message. 4 Click Save, then click Close. GroupWise WebAccess Advanced Features 57 Getting a Return Receipt for All Items You Send 1 From the GroupWise WebAccess main window, click the Options icon. 2 Click Send Options. ET Novell WebAccess Options - Microsoft Internet Explorer -lol xj Ele Edt wiew Favorites Tools Hep | Ar Return Notification Mail When opened When deleted one None Appointment When opened When declined one +] Mail Receipt v When accepted X Task When opened When declined one Es None há When accepted When completed one E None bé Note When opened When declined one ] None E When accepted ¡one [4D Internet 3 In the Return Notification group box, specify the type of return receipt you want. If you select to receive Notify or Notify and Mail, this will only apply when you are using the GroupWise client for Windows. Receiving notifications through Notify is not supported in GroupWise WebAccess. 4 Click Save, then click Close. Setting the Default Number of Messages to Display 1 From the GroupWise WebAccess main window, click the Options icon. 2 Click Send Options. 3 Click General. 4 Select the default number of messages you want to display in your Item List. 5 Click Save, then click Close. 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. GroupWise WebAccess automatically adjusts the time for appointments sent between people in different time zones. For example, if you are located in New York and schedule a conference call with people in Los Angeles for 4:00 p.m. your time, the appointment received by the Los Angeles recipients will show the conference call at 1:00 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 58 GroupWise 6.5 WebAccess Client User Guide located in New York but you are working in Chicago, you would need to change your time zone setting from Eastern Time to Central Time. The GroupWise WebAccess time zone setting applies only to GroupWise WebAccess. If you have access to the Windows version of the GroupWise client, that client will use the time zone configured through the Windows operating system, not the time zone you set in Group Wise WebAccess. 1 From the GroupWise WebAccess main window, click the Options icon. 2 Click Time Zone. 3 Novell WebAccess Options - Microsoft Internet Explorer = Í oj xj File Edit View Favorites Tools Help | a Options Novell. Genera Por Box Access Rls Sen Options Stu [TEPA Change your Time Zone * The time zone you save will apply only to the GroupWise WebAccess account 3 Select the time zone you want your GroupWise WebAccess messages and appointments based on. 4 Click Save. Automatically Adding A Signature to Items You Send You can create an electronic signature that contains your name, title, phone number, and so forth. You can then choose to add the signature automatically to items you send or to prompt you before adding it. 1 From the GroupWise WebAccess main window, click the Options icon. 2 Click Signature. 3 Click Activate Signature. 4 Type your signature text in the box. GroupWise WebAccess Advanced Features 59 Using Rules 60 Novell WebAccess Options - Microsoft Internet Explorer me ici xi Add your signature to outgoing messages M activate signature Henry Ramstetter Sales Engineer Ramstetter £ Sons Corporation © Automatically add signature @ Prompt before adding signature save | Close | Click Automatically Add Signature to have GroupWise WebAccess add the signature when you send the item. or Click Prompt Before Adding Signature to have GroupWise WebAccess prompt you before adding the signature when you send the item. Click Save. When you create a signature, GroupWise WebAccess stores it in your GroupWise Mailbox at your post office. Whether you log in to your Mailbox through GroupWise WebAccess or another version of the GroupWise client, you always have the same signature. You can use rules to define actions that you want to be performed on items you receive. For example, you can forward or reply to messages or move messages to folders. Rules can help you organize your Mailbox, automate your Mailbox while you are away, or delete unwanted items. Requirements for Creating a Rule When you create a rule, you must do the following: + Select the type of action you want performed. The available actions are: forward, reply to, delete, move to a folder, and vacation. Vacation is simply a predefined type of reply. Name the rule. By naming the rules, you can have more than one rule that uses the same action. Define any optional conditions. For example, you might want to move all items you receive from your supervisor to a specific folder. You can define a condition so that only messages with your supervisor's name on the From line are moved to the folder. All other items will remain in your main Mailbox folder. Fill in the information required to carry out the action. For example, you may need to specify the folder where you want to move the messages. Save the rule. GroupWise 6.5 WebAccess Client User Guide Creating a Rule Using Rules Created with Another GroupWise Client Rules are stored in your GroupWise Mailbox at your post office. Because of this, rules you've defined in other versions of the GroupWise client will also appear in the Rules list and will apply when you use GroupWise WebAccess. Editing Rules You can edit any rules you create in GroupWise WebAccess. If you've created rules using another version of the GroupWise client, you will be able to edit those rules provided they do not contain more capabilities than GroupWise WebAccess allows you to set. For example, the Windows version of the GroupWise client lets you create rules to apply to items you are sending. Because the Rules feature in GroupWise WebAccess does not include this capability, you would not be able to edit that rule. 1 From the GroupWise WebAccess main window, click the Options icon. 2 Click Rules. 3 Novell WebAccess Options - Microsoft Internet Explorer = oj xj Ele Edit view Favorites Tools Help | Options ¡General Password Proxy Access [MEN] send Options Signature Time Zone Active rules will be executed in the order listed Rule Name Put list server messages in folder Delete Delete Delete Delete Delete 3 Select the type of rule you want to create: + Delete: Moves an item to the Trash. You can apply the rule to all new items or only new items that meet the criteria you establish. + Forward: Forwards an item to the recipients you specify. You can apply the rule to all new items or only new items that meet the criteria you establish. + Move to Folder: Moves an item to the folder you specify. You can apply the rule to all new items or to only new items that meet the criteria you establish. + Reply: Generates a reply to an item. The reply can go to the sender of the item only (Reply to Sender) or to all recipients of the item (Reply All). You can apply the rule to all new items or only new items that meet the criteria you establish. + Vacation: Generates a reply to all new items you receive. The reply goes to the sender of the item only (Reply to Sender), not to all recipients of the item (Reply All). GroupWise WebAccess Advanced Features 61 4 Click Create to display the Create Rule form. 5 Type the name you want to use for the rule. Names can include any characters, including spaces. 6 If desired, define an optional condition to limit the items that are affected by the rule. If you do not define an optional condition, the rule will be applied to all new items you receive. You cannot define an optional condition for the Vacation rule. The Vacation rule is applied to all items. 3 Novell WebAccess Options - Microsoft Internet Explorer 3 E oj xj | File Edit View Favorites Tools Help | Create Rule - Vacation Rule name: [Spring Break Define Action- Enter the subject and message for your vacation rule reply. Subject Out of the office Message: Sorry, I'm currently out of the office. Please direct = urgent messages to Susan Smith. I will be back in the office April 25, 2002. f- Save Cancel 4 of [E] Done [| [49 Internet É 7 Define the actions that you want performed when the rule is applied. The actions vary depending on the type of rule you are creating. For example, when creating a rule to reply to items, you select whether you want to reply to the sender only or the sender and all recipients. When moving an item to a folder, you select the destination folder. 8 Click Save to save the rule to the Rules list. 9 By default, the rule is automatically activated. If you don't want the rule to be active at this time, deselect the rule's Activate box, then click Save. or To keep the rule active, click Close. When you create a rule, GroupWise WebAccess stores it in your GroupWise Mailbox at your post office. Whether you log in to your Mailbox through GroupWise WebAccess or another version of the GroupWise client, you always have the same rules. Activating or Deactivating Rules 62 By default, when you save a rule that you've just created, it is automatically activated. GroupWise WebAccess will execute the rule for any new items you receive. It will not execute the rule for any items you have already received. 1 From the GroupWise WebAccess main window, click the Options icon. GroupWise 6.5 WebAccess Client User Guide 2 3 4 Click Rules. In the list of active rules, click the rule's check box to activate it or deactivate it. A check mark indicates that the rule is active. Click Save to save the changes. Forwarding Your E-mail to a Different Account This is an example of a rule that automatically forwards new items entereing your mailbox to a different e-mail account. 1 2 3 From the Create Rule Form, select the Forward rule, then click the Create button. Type a name for the rule in the Rule name field. From the first condition field, select To. This tells the rule to check the To: line in each incomming item. From the second condition field, select Matches. This tells the rule that the text in the incomming item’s To: line must match the text you type in the next condition field. In the last condition field, type the complete e-mail address of the account from which you want to move the e-item. For example: msmith@megadynasoft.com. Define the actions to be be taken by the rule. In the first action field, type the complete e-mail address of the account to which you want to send the item. Include other addresses to which you might want to courtesy copy or blind copy. Type a subject to the e-mail indicating that it is moving from the old account to the new. For example: From msmith@megadynasoft.com to marys@promegadynacorp.com. Use the message field to include any other notes or instructions for the reader at the new account. Click the Save button. Printing from WebAccess Printing from WebAccess depends on the printing capabilities of your Web browser. 1 2 3 Click any message in the Item List to open it. Click in the message text. Use your browser's print feature to print the message. For example, to print using Netscape Communicator, click File, then click Print. If your browser’s print feature prints the message in a format that loses information, click Print View to display a printer-friendly version of the message in a new browser window, then print the message from the new window. GroupWise WebAccess Advanced Features 63 64 GroupWise 6.5 WebAccess Client User Guide GroupWise Frequently Asked Questions The GroupWise 6.5 Client Frequently Asked Questions (FAQ) is intended to help GroupWise client users who have not found the information they need in the GroupWise client online help or User Guides. The GroupWise 6.5 Client Frequently Asked Questions (FAQ) contains the following sections: + + + + + “How Do I Find What I Need in the GroupWise Client Documentation?” “GroupWise Windows Client FAQ” “GroupWise Cross-Platform Client FAQ” “GroupWise WebAccess Client FAQ” “Non-GroupWise Clients FAQ” “GroupWise Client Comparison” “Where Do I Go for More Help?” GroupWise Frequently Asked Questions 65 66 GroupWise 6.5 WebAccess Client User Guide Documentation Updates This section lists updates to the GroupWise 6.5 WebAccess Client User Guide that have been made since the initial release of GroupWise® 6.5. The information will help you to keep current on documentation updates and, in some cases, software updates (such as a Support Pack release). The information is grouped according to the date when the GroupWise 6.5 WebAccess Client User Guide was republished. The GroupWise 6.5 WebAccess Client User Guide has been updated on the following dates: + “October 31, 2005” on page 67 + “September 19, 2005” on page 67 + “October 20, 2004” on page 68 + “October 31 , 2003” on page 68 + “July 16, 2003 (SP1)” on page 68 October 31, 2005 The following updates were made to the GroupWise 6.5 WebAccess Client User Guide: Location Update “Understanding the Item Added explanation on why items in the Sent folder will appear bolded. List” on page 12 “Forwarding Your E-mail to Added an example of a rule (forwarding item to new accounts has been a popular customer a Different Account” on request). page 63 September 19, 2005 The following updates were made to the GroupWise 6.5 WebAccess Client User Guide in September 2005: Location Update “Editing a Personal Group” Added steps for editing a personal group. on page 39 Chapter 4, “GroupWise Added a link to a Frequently Asked Questions section. Frequently Asked Questions,” on page 65 Documentation Updates 67 October 20, 2004 The following updates were made to the GroupWise 6.5 WebAccess Client User Guide in October 2004: Location “GroupWise Frequently Asked Questions” on page 65 Update Created a chart comparing the different GroupWise clients. October 31, 2003 The following updates were made to the GroupWise 6.5 WebAccess Client User Guide in October 2003: Location “Using Proxy to Manage Other Mailboxes” on page 50 “Granting Proxy Access to Your Mailbox” on page 52 “Changing Your GroupWise Password” on page 55 Update You can proxy for a user in a different post office or domain, as long as that person is in the same GroupWise system. You cannot proxy for a user in a different GroupWise system. Receiving alarms and notifications is supported only if the proxy is on the same post office you are. If your system administrator has turned on LDAP authentication, your LDAP password is used instead of your GroupWise password to access GroupWise WebAccess. IfLDAP authentication is turned on, the procedure changes your LDAP password. July 16, 2003 (SP1) The following updates were made to the GroupWise 6.5 WebAccess Client User Guide for Support Pack 1: Location “Sending a Mail Message” on page 16 “Printing from WebAccess” on page 63 Update If a Web server outage occurs while you are composing a message, your message is not lost when you click Send. If your browser's print feature prints a message in a format that loses information, you can display a printer-friendly version of the message in a new browser window, then print the message from the new window. 68 GroupWise 6.5 WebAccess Client User Guide