Novell GroupWise 7 User's Handbook

Novell GroupWise 7 User's Handbook

by Eric Raff

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Overview

Novell GroupWise 7 User's Handbook by Eric Raff

Novell GroupWise 7 User's Handbook is ideal for users providing information on the features of the GroupWise 7 client to solve collaboration and communication issues. You will be introduced to the significant new features of the new version of Novell GroupWise through step-by-step instructions. You will master the new version and increase your knowledge of GroupWise from the authoritative source, Novell Press.

Product Details

ISBN-13: 9780672332739
Publisher: Pearson Education
Publication date: 09/23/2005
Series: Novell Press
Sold by: Barnes & Noble
Format: NOOK Book
Pages: 432
File size: 7 MB

About the Author

Eric Raff has been working in the computer industry throughout his career. He known world wide as a leading authority in the GroupWise community, and worked as a GroupWise Support Engineer at Novell, Inc. for six years. Eric has been a featured speaker at Novell BrainShare, as well as at GroupWise Advisor conferences, and is currently a contributing editor for GroupWise Advisor Magazine. He is the recipient of the Super Star award from the Software Support Professional Association (SSPA) and has consistently been an avid advocate in the GroupWise community. Eric is currently working as a Senior Messaging Engineer for one of Novell's largest customers.

Read an Excerpt

Introduction to GroupWise 7Introduction to GroupWise 7

Welcome to GroupWise 7! You have in front of you a tool to open the vast world of collaboration with your peers—within your company and with your partners, vendors, suppliers, and customers—regardless of your location.

Of course, email itself has been and continues to be a popular method of communication. GroupWise goes way beyond simple email (which it does very well) to act as a very effective collaboration tool, contact manager, daily planner, and document interface.

GroupWise is flexible enough to work for you at whatever level you feel comfortable with. If you just need email, fine! If you want to share a folder and build rules to automatically place all project emails in that shared folder, great! If you are a member of an Internet newsgroup and want access to those messages, excellent!

GroupWise fits the bill perfectly.Chapter 1: Introduction to GroupWise 7

In this chapter, we introduce you to the overall functionality of GroupWise and discuss its interface—the main screen—and how to navigate through it. We focus on the Windows GroupWise program using the "New Look" of the GroupWise client (the web browser version, called GroupWise WebAccess, is covered in Chapter 13, "GroupWise WebAccess"). Additional items covered in this chapter include starting GroupWise, using the "New Look" versus the "Classic Look," looking at how to use folders, and navigating through GroupWise. If you are a long-time user of GroupWise, this chapter is key to understanding the new user interface. When you finish this chapter, you will understand how theinterface works and how you can use it to access the information sources covered in subsequent chapters.Chapter 2: What's New in GroupWise 7

In this chapter, we look at all the new features for GroupWise 7. For this version, Novell put most of the development into the client software that you run to access the information in GroupWise. The goal was to make the client interface more intuitive with a clean, uncluttered look and feel. As a result of this development effort, you can now choose between the "New Look" or the "Classic Look" when working in the GroupWise client. Many new client features and enhancements make using the GroupWise client very exciting.

In addition, GroupWise 7 adds significant new features, such as Multiple Calendars, Instant Messaging presence awareness, HTML/multiple signatures, and spell check as you type. Also added to GroupWise 7 is the ability to edit system distribution lists from the client, making distribution list administration a task that can now be delegated to select users. There are also many enhancements that allow you to more fully customize the client in a simple, intuitive manor. This allows you to interact with the GroupWise content using your own style and preferences.Chapter 3: Messaging Fundamentals

This chapter explains how to use the core features of GroupWise—sending and receiving email messages. We cover the different GroupWise modes that are available; the different message types; and how to read, respond to, forward, and delete messages. Whether you have used email for years or are just beginning with GroupWise, you'll find that this chapter makes you much more productive with the most popular message type—email. Included in this chapter are many tips and notes that provide extra content and information that you should find very useful when using GroupWise.Chapter 4: The GroupWise Address Book

In this chapter, we explore each aspect of the GroupWise Address Book and how to effectively use the Address Book and its features. We cover the Frequent Contacts address book and how it is different from other address books, how to manage the Name Completion Search capabilities, how to utilize multiple address books, and how to share personal address books. You will also find many other useful and time-saving tips and tricks for working with the GroupWise Address Book.

In addition, we cover a new and very useful feature of the GroupWise System Address Book that allows you to manage and update system distribution lists from within your GroupWise Address Book.Chapter 5: Message Management

The amount of information that people receive and send on a daily basis in the form of email is staggering, and it never seems to lessen. You get more and more email every day, and this chapter focuses on how to manage that influx of information. Organizing messages using the Cabinet, managing outgoing messages, and deleting messages are all covered in this chapter. This chapter also deals with how to locate information; using filters, printing, and archiving messages are also covered.Chapter 6: Personal Calendaring and Task Management

In this chapter, we discuss how to leverage the Calendar system within GroupWise 7 to effectively manage your personal time using appointments, tasks, and reminder notes. We introduce you to the Calendar interface and walk you through creating posted appointments, tasks, and reminder notes. You will also learn all the ins and outs of setting up and working with multiple calendars, making it a snap to keep business versus personal appointments, tasks, notes, and so on, separated and easily distinguishable.

In addition, we show you several easy and convenient methods to manage your calendar, including rescheduling and changing Calendar entries from one type to another.Chapter 7: Group Calendaring and Task Management

Taking personal calendaring to the next level, this chapter deals with collaborating with others using meetings, delegating tasks, and sending reminder notes to others. We show you how to monitor those invitations, how to retract or reschedule them, and how to set up recurring events. Finally, we cover additional Calendar topics, such as how to view multiple calendars at the same time and how to print a calendar using the many different printing formats built in to GroupWise 7.Chapter 8: Advanced Features

This is the chapter that really sets you apart as a true GroupWise 7 power user. It covers the advanced features of GroupWise that allow you to use the program to its fullest potential. We cover such topics as GroupWise rules, Proxy, discussions, Junk Mail Handling, and advanced security options. You will also find configuration options for customizing the appearance of GroupWise, using message notification, managing your mailbox size, repairing your mailbox, and using other new advanced features. Finally, we cover accessing other email accounts with GroupWise, including how to import settings, email, and addresses into GroupWise from other mail accounts.Chapter 9: Document Management

The built-in document management system (DMS) in GroupWise 7 allows you to tightly integrate your information management of everyday documents, spreadsheets, and presentations into your GroupWise program. Using GroupWise DMS, you can create, open, and share your documents with other users, as well as leverage powerful features such as version control, historical access, and document security. We also show you how to import your existing documents into document libraries with GroupWise.Chapter 10: Remote Access

In today's mobile society, accessing information regardless of your location is a key requirement for many users. GroupWise offers several different options on remote access. This chapter covers using the primary Windows-based GroupWise client in remote and cache modes, allowing you to work on your messages, appointments, and documents while disconnected from the network. When you once again have a network connection, the GroupWise client will synchronize with the master mailbox, keeping everything in sync. GroupWise cache and remote modes are extremely valuable to users who are mobile and use a laptop as their primary computer.

This chapter covers how to prepare GroupWise for remote access and how to use GroupWise in remote and cache modes.Chapter 11: Customizing GroupWise

Out of all the chapters in this book, you're sure to find this chapter to be the most fun because it deals with customizing GroupWise to suit your tastes. For example, if you would like the three functions you use most often as the only buttons on the Toolbar, we show you how to accomplish this. We also show you how to customize your Home view, allowing you to place only the content you deem most important on this view. In addition, we discuss how to customize your folders; set default fonts and views for reading and sending messages; and display messages in different formats, such as discussion threads.Chapter 12: GroupWise on a PDA

This chapter discusses how you can use the new GroupWise PDA Connect program to synchronize your Palm or PocketPC device to your GroupWise mailbox.

In addition, we discuss how to access your GroupWise mailbox over the Internet from a number of wireless devices, including personal digital assistants (PDAs), cell phones, and other devices dedicated to messaging (such as BlackBerry's RIM devices). We show you how GroupWise automatically senses the device you are connecting with and formats the information appropriately.Chapter 13: GroupWise WebAccess

One of the strongest and most versatile features of GroupWise 7 is the ability to access all your information using a web browser without having to sacrifice the most powerful features of the full Windows-based client. GroupWise 7 WebAccess allows you to open a web browser from anywhere in the world and operate almost exactly as though you were in front of your computer in the office. New features such as right-click functions, autoname completion, and drag-and-drop capabilities are now integrated into GroupWise WebAccess. We show you this easy-to-use interface and describe how to access your messages, folders, Calendar information, address books, and documents. We also discuss accessing rules, proxy, signature lines, and send options from the WebAccess interface.Appendix A: GroupWise Cross-Platform Client

Appendix A discusses the GroupWise Cross-Platform client that runs on either the Macintosh or Linux platform. The Cross-Platform client allows users on either of these platforms to enjoy the benefit of a full feature-rich client to interact with their mail. Because of the differences between the Mac/Linux and Windows environments, there are a few differences between the Windows GroupWise client and the Cross-Platform client. These differences are discussed and identified.Appendix B: GroupWise Startup Options

This appendix covers the options that allow the GroupWise client to operate in online, cache, or remote mode. Also, other relevant startup switches that affect the client load behavior are explained.Appendix C: Additional GroupWise Resources

This appendix provides numerous additional resources for finding more GroupWise information—sources on the Internet, within the GroupWise Help facility, and in the "Cool Solutions" community.Appendix D: POP Versus IMAP Accounts

This appendix provides a quick and easy reference on what POP and IMAP accounts are. It explains what these protocols are, how they are used by the GroupWise client, and how you can identify which protocol may work the best for accessing your Internet mail accounts.

© Copyright Pearson Education. All rights reserved.

Table of Contents

1. Introduction to GroupWise.

    Different Versions of GroupWise

    Starting GroupWise

    The Main GroupWise Screen

    The Home View

    The Folder List and Items Area

      Mailbox

      Sent Items

      Calendar

      Contacts

      Documents

      Checklist

      Work In Progress

      Cabinet

      Trash

    Navigating Within GroupWise

      The Toolbar

      Keystroke Shortcuts

      QuickMenus

      QuickViewer

    Summary

2. What's New in GroupWise 7.

    Look and Feel

      Appearance Schemes

      Color Schemes

      Customizable Navigation Bar

      Updated Icons

      Header Controls

      Customized Calendar Background Color

      Summary View and Group Labels of Items

      QuickViewer Placement Options

      Customized Inline Reply/Forward Layout

    Functionality

      Multiple Calendars

      Print a Calendar in Full Color

      All-Day Events

      Quick Filter

      Search Attachments

      Spell Check As You Type

      Messenger Presence

      Multiple HTML Signatures

      Block Images in HTML Messages

      Additional Save As Formats

      Work Offline When in Remote or Cache Mode

      Unicode Support

    Management

      Home View/Panel Management

      Edit Corporate Distribution Lists

      Speed Enhancements for Cache or Remote Mode

    WebAccess Client

      Updated Look to Match Windows Client

      Drag-and-Drop Support

      Right-Click Context-Sensitive QuickMenus

      Support for Posted Items

      Access to Full Message Properties

      Manage Folders and Shared Folders

      Quick Find Feature

      Auto-Name Completion

      Mark Unread Support

      Access and Save to Work In Progress Folder

      View Mailbox Size Usage

    Summary

3. Messaging Fundamentals.

    GroupWise Modes

      Online Mode

      Cache Mode

      Remote Mode

      Identifying Your Client Mode

    Message Types

      Mail Item Type

      Appointment Item Type

      Task Item Type

      Reminder Note Item Type

      Discussion Note Item Type

      Phone Message Item Type

    Message Formats

    Sending Messages

      Attaching a File to a Message

      The From Drop-Down List

      Using Internet Addresses

      Saving Draft Messages in the Work in Progress Folder

    Reading Messages

    Working with the QuickViewer

    Working with Attachments

      Viewing Attachments

      Saving File Attachments

      Printing File Attachments

    Replying to Messages

    Forwarding Messages

    Deleting Messages

    Restoring Messages

    Purging Messages

    Summary

4. The GroupWise Address Book and the Address Selector.

    Introducing Address Book Features

    Configuring the Address Book Service

    Addressing Messages with the Address Book

      Managing Groups

      Addressing Messages to Groups

      Creating Personal Groups

    Creating Personal Address Books

    Searching the Address Book

      Using the Search List

      Predefining Address Filters

      Learning About User-Defined Filters

      Sharing Personal Address Books

    Integrating This Address Book with Other Systems

    Using the Address Selector

    Creating a New Personal Group with the Address Selector

    Summary

5. Message Management.

    Organizing Messages Using Folders

      Creating Folders

      Sharing Folders

      Deleting Folders

      Renaming Folders

    Managing Messages Using Folders

    Using Message Threading in a Folder

    Finding Messages

    Using Filters to Manage Your Messages

      Filter Terminology

      Building a Filter

    Archiving Messages

      Viewing Archived Messages

      Unarchiving Messages

    Saving Messages

    Printing Messages

    Using the Checklist

    Using Categories

    Managing Outgoing Messages

      Checking the Status of Sent Items

      Retracting Messages

      Resending Messages

    Managing the Trash

    Summary

6. Personal Calendaring and Task Management.

    Working with Calendars

    Using the Calendar Interface

      Working with Multiple Calendars

      Day View

      Week View

      Month View

      Year View

      Multiuser View

      Changing Dates and Views

      Task List

    Making Posted Appointments

    Creating Posted Tasks

    Posting Reminder Notes

    Rescheduling Appointments, Tasks, and Reminder Notes

    Changing Calendar Item Types

    Summary

7. Group Calendaring and Task Management.

    Scheduling Meetings

      Sending Appointments

      Busy Search

      iCal Appointments

    Sending Tasks

    Sending Reminder Notes

    Monitoring Appointments, Tasks, and Notes

    Retracting Appointments, Tasks, and Notes

    Acting on Received Appointments, Tasks, and Notes

      Accepting

      Declining

      Delegating

    Creating Recurring Items Using Auto-Date

      By Dates

      By Example

    Multi-User Calendars

    Printing Calendars

    Summary

8. Advanced Features.

    GroupWise Rules

    Using the Proxy Feature

      Setting a Password

      Granting Access to Others

      Starting a Proxy Session

      Opening Multiple Windows

    Specifying Send Options

      General Send Options

      Status Tracking Options

      Security Options

      Security Certificates

      Marking Items Private

    My Subject

    Creating Discussions (Posted Messages)

    Mailbox Setup and Maintenance Features

    Internet-Enabled Features

      Setting Up POP Access to Internet Mail Accounts

      Setting Up IMAP Access to Internet Mail Accounts

      NNTP Folders and Internet Newsgroups

      Importing Messages, Addresses, and Account Settings

    Junk Mail Handling

      Settings Tab

      Junk List Tab

      Block List Tab

      Trust List Tab

    Managing Your Mailbox Size

    Repairing Your Mailbox

    Summary

9. Document Management.

    Introducing Document Libraries

      Accessing Libraries

      Using Library Documents

      Setting a Default Library

    Importing Documents into a Library

      Using Quick Import

      Using Custom Import

      Using Drag and Drop

      Using MAPI

    Creating New Documents

    Creating Document References

    Checking Out Documents

    Checking In Documents

    Copying Documents

    Deleting Documents

    Searching for Documents

      Understanding Document Properties

      Setting Default Document Properties

      Using Find

    Sharing Documents

    Using the Find Results Folders with Document Management

    Performing Mass Document Operations

    Echoing Documents to Your Remote Mailbox

    Summary

10. Remote Access.

    Connecting to Your Mailbox Using Remote Mode

    Configuring the GroupWise Client

      Configuring GroupWise Remote When Attached to the Network

      Configuring GroupWise Remote When Disconnected from the Network

      Setting Up Modem Connections

    Modifying Your GroupWise Remote Options

    Using GroupWise in Remote Mode

      Introducing the Remote Menu

      Sending Messages

      Busy Search

      Connecting to the Master System

    Understanding Hit the Road

    Understanding Smart Docking

    Understanding Cache Mode

    Summary

11. Customizing GroupWise.

    Setting Default Options

    Environment Options

      General

      Views

      File Location

      Cleanup

      Default Actions

      Signature

      Backup Options (Remote or Cache Mode Only)

      Appearance

    Send Options

      Status Tracking and Return Notification

      Security

    Security Options

      Password

      Notify

      Proxy Access

      Send Options

    Certificates

      My Certificates

      Certificate Authorities' Certificates

    Date Time Options

      Calendar

      Busy Search

      Format

    Customizing the Home View

    Customizing the Nav Bar

    Customizing the Toolbar

    Customizing Your Folders

      Property Sets

      Adding Columns to Folders

    Show Appointment As

    Headers

    Other Customization Tips and Tricks

      Change Attachment Window View

      View the Mailbox as a Checklist

      Control From, To, CC, and BC Layout

      Customize Calendar Background Colors

      Creating Find Results Folders

      Using Rules to Categorize Messages

    Summary

12. GroupWise on a PDA.

    Synchronizing GroupWise with a PDA Device

      Prerequisites

      Installing GroupWise PDA Connect

      Launching and Configuring GroupWise PDA Connect

      Working with Profiles

    Accessing GroupWise on a Wireless Device

    System Requirements

    Accessing Your GroupWise Mailbox

      Mailbox

      Folders

      Calendar

      Find

      Compose

      Address Book

      Documents

      Options

      Exit

    Summary

13. GroupWise WebAccess.

    Running WebAccess

    Sending Messages

    Managing Messages

    Managing the Address Book

      Managing the Address Book Entries

      Managing the Address Books

    Using the Calendar

    Accessing Other Mailboxes (Proxy)

    Using GroupWise WebAccess Find

    Locating Documents

    Configuring Mailbox Options

    Summary

Appendix A: GroupWise Cross-Platform Client.

    New Features

      All-Day Events

      Mailbox Cleanup Options

      Reply Text Formatting

      Spell Checking

      Default Compose and Read Fonts

      Show Hidden Files

      GWCheck Support for the Macintosh

      Support for Rules

      Filter Support

      Junk Mail Handling

      Cache Mode Backup and Restore

    Summary

Appendix B: GroupWise Startup Options.

    Helping GroupWise Locate Your Mailbox

      Entering Online Information

      Entering Caching Information

      Entering Remote Information

    Connecting to GroupWise

    Calling Up the Startup Dialog Box

    Other Useful GroupWise Startup Options

Appendix C: GroupWise Resources.

    Using the F1 Key

    Using the Help Button

    About Toolbar Help

    Using the Help Menu

    Viewing the Online GroupWise User's Guide

    Information About GroupWise Cool Solutions

    Accessing the Novell GroupWise Product Information Page

    Tip of the Day

    About GroupWise

Appendix D: POP Versus IMAP Accounts.

    POP3 and IMAP4: What They Are

    Comparing POP3 to IMAP4

      POP3

      IMAP4

Index.

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