GroupWise_WebAccess


GroupWise WebAccess

Materials on this webpage have been used with permission from Novell, Inc. Introduction and Program Features How to Get a GroupWise WebAccess E-mail Account Teachers Who Already Use GroupWise Teachers Who Have Never Used GroupWise E-mail Students in Athena Consolidated, Souris Regional High and Evangeline Field Test Schools How You Receive Your Login and Password Once Your Account is Created What is Your E-mail Address Once Your Account Has Been Created? To Login to GroupWise WebAccess The GroupWise WebAccess Main Window Timing Out from GroupWise WebAccess Retrieving a Lost Message from a Time Out Error Changing Your GroupWise WebAccess Password Sending a Message Using Spell Check Managing Items You Receive Opening an Item Searching for an Item Replying to an Item Deleting an Item Undeleting an Item Marking an Item as Unread Forwarding an Item Folders: Creation, Deletion, Moving Items To and From Managing an Item You Send Checking the Status of an Item You Send Deleting or Retracting an Item You Send Moving an Item to a Folder Using the Address Book Searching for an Entry in the Address Book Addressing an Item Managing a Personal Address Book Creating a Personal Address Book Adding Entries to a Personal Address Book Accepting a Shared Address Book Creating a Personal Group To Send an Item to a Group Attachments Attachments which are Blocked by the Anti Virus Software Online GroupWise WebAccess Manual (PDF) Introduction and Program Features This new version of GroupWise is entirely web based. (Teachers in the school system will no longer have access to the client version of GroupWise). Asterisk items are new to GroupWise 6.5 The program is accessed through a browser, MS Internet Explorer or Netscape A user can access e-mail from any computer with Internet access. Send and receive all GroupWise item types * Send, receive and view attachments You can now configure WebAccess to enable users to open a document in the document's native application without first saving it to the local drive. This results in a document having two options: View (as HTML) and Open (in native format). Spell check and print items Create, modify and delete signature files Create and modify shared folders Create modify and delete personal address books Create personal distribution lists View a daily, weekly or a monthly calendar Perform a busy search * Send options - You can specify Classification, Priority, Reply Requested, and Return Notification options. Checklist folder - You can move items to the Checklist folder, arrange items in the order you want, assign due dates to items, and mark them Complete. The Checklist folder is a system folder. It replaces the Task List folder. Default Number of Messages to Display - You can set the default number of messages to display You can select from 5 to 200 messages to be displayed by default. How to get a GroupWise WebAccess E-mail Account Teachers Who Already Use GroupWise These teachers already have an account and do not need to apply for a new one. Simply follow the instructions below to login to your new GroupWise WebAccess Teachers Who Have Never Used GroupWise E-mail All teachers in this group must apply for an an account. This can be done online from the link below. (Please read the next paragraph, however, before proceeding). Please note change in this process for some schools: Before submitting the online application form please check with your school STC because in some schools the process is done all at once for all teachers. In these schools, a paper copy of the online application form has been created and all teachers fill out this paper form. The STC, or other designated person, collects all of these paper forms and submits the forms online. This helps to make the process more consistent. Again, if you are not sure which process was used in your school, check with the STC. Click here for: On Line Application Form for GroupWise WebAccess Account. Students in Athena Consolidated, Souris Regional High and Evangeline During the 2003-2004 school year, GroupWise WebAccess will be field tested for student use in the three above schools. No other students will be given access to GroupWise WebAccess at this time. Accounts have been created for all students in these field test schools and these students can simply follow the instructions below to access their new GroupWise WebAccess accounts. Students in these schools should check with their teachers for login information. How You Receive Your Login and Password Once Your Account is Created Once you have applied for an account, (either yourself or through your school) you will be contacted by your STC when the account has been created. The STC will have your Login and Password. Once you have your login and password, you can access your account by following the instructions on To Login to GroupWise WebAccess. What is Your E-mail Address Once Your Account Has Been Created? Your e-mail address is comprised of your login name an @ symbol and the Domain Name (part after the @ symbol). Therefore, using the login example used below, we would create an e-mail address as follows. (This example has been arbitrarily chosen and is not a reflection on any real person should such a name exist). John Samuel MacPherson = jsmacpherson@edu.pe.ca The domain name is edu.pe.ca This domain name is the same for all Prince Edward Island Public school teachers using GroupWise WebAccess. The school in which the teacher works does not affect the domain name. This is different than our e-mail addresses using Pegasus mail. To Login to GroupWise WebAccess Open Internet Exploreror Netscape Go to the following site: (Type the following URL into the Location field or click on the link ) http://mail.edu.pe.ca/ (It would be a good idea to "Bookmark (PDF)" or "Add to Favorites", this URL.) Choose teachers, department and board staff or students field test Choose the desired language and click Go (A French interface, as well as many other languages, is available). Teacher Access to GroupWise WebAccess Type in your GroupWise Username and Password (Please check with your STC for this information. The general protocol for login names is as follows: EG: John Samuel MacPherson - jsmacpherson The login must be unique so if there is duplication the middle initial is changed jxmacpherson, if still duplicate then jymacpherson, then jzmacpherson, if this still doesn't work then we begin at the letter w and go backwards until we find a unique login. Password: For teacher password please check with your STC and please change the password once you access the program because accounts are created with generic passwords which are not unique. Please see Changing Password below, for instructions. If you can't remember your login or password please contact your school STC. If necessary, the STC will contact the helpdesk at 368-5500. Our Centrex number has also changed so, if you are outside the Charlottetown exchange, to contact the Helpdesk using centrex, you must now dial 6-5500. Details on Centrex Helpdesk Telephone Number Change Field Test Student Access to GroupWise WebAccess Students should check with teachers for logins and passwords Normally your login and password will be the same as the login and password you use to access the school networks. Students will not be able to change their GroupWise WebAccess password Once in the mail.edu.pe.ca page, students much choose the second of the two options. 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. 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 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. System folders cannot be deleted. Personal Folders You can add additional folders to further organize your items. For example, you could add a folderto 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 ina 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 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. (Presently the timeout period is set to 20 minutes.) If you try to perform an action after you've been logged out, you will be prompted to log in again. Retrieving a Lost Message from a Time Out Error On some occasions you will be typing a message for a longer period of time than the time out feature allows and so, when you click on Send, the message you typed disappears and you are asked to re-login. Once you re-login, however, your message is gone. To retrieve the message do the following. When you get the window requesting that you re-login, don't re-login yet! In the menubar at the top of this window, click on View/Toolbars/Standard buttons. This will give you access to the Forward and Back buttons. Click on the Back button and your note will re-appear. Select the desired text. Click on Edit/Copy to copy this text to the clipboard. Now send the note again. You will once again be requested to login. Re-login and then open another message window and click on Edit/Paste to paste the note from the clipboard into your message window. Now address the note and click on Send. Rule of thumb - When you will be working on a long message, create the message first in a wordprocessor and then cut and paste into the GroupWise WebAccess message window when you are ready to send. Changing Your GroupWise WebAccess Password From the GroupWise WebAccess main window, click the Options icon. Click Password. Type your old password.Type your new password, then retype the new password to confirm it. Remember that your password is case-sensitive. 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. Sending a Message From the GroupWise WebAccess main window, click . 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. Please see Address Book below for more information on the GroupWise WebAccess Address Book. 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. Please See Attachments below for more information on how to send 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. To use an address from your address book please see Using the Address Book below. Using Spell Check 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. From a message you are creating, click Spell Check . 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. When there are no more words to check, click Close. Managing Items You Receive Opening an Item in Your Mailbox In WebAccess, all GroupWise items are opened the same way. 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 From the GroupWise WebAccess main window, click Find. To search for specific text, click Full Text or Subject, then type the words you are looking for in the text box. To search for a name, click From or To/CC, then type the name in the text box. Select each item type you are looking for. If you select Document, Find will search your Mailbox for document references. Select each item source you are looking for. 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. Click Find. 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. 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 an Item you receive and place it in the Trash. 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 item in the Item List. Select the item, then click Delete at the top of the Item List or click the item to open it, then click Delete. The item is removed from your Mailbox or Calendar. The status of the item is 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 an item you deleted unless you have emptied the Trash. An item emptied from the Trash cannot be undeleted. Click the Trash icon in the Folder List. 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. 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. Click the Mailbox icon in the Folder List. Locate the item in the Item List. 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 Click the Mailbox icon in the Folder List. Click the mail or phone message to open it. Click Forward to open a new message. The original message is included as an attachment to the new message. 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. Type a message. You can include web site locations or addresses (URLs) in the Message box. (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. Folders: Creation, Deletion and Moving Items To and From Creating Folders: In the Folder List, click Add Folder . Type a name for your new folder in the Folder Name box. 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. Click OK. 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. In the Folder List, click Delete Folder Click the folder you want to delete, then click Delete to confirm that you want to delete the folder and all its contents. Moving Items to a 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. To move an item you received, click the Mailbox icon in the Folder List. or to move an item you sent, click the Sent Items 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. 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. Checking the Status of an Item You Send Click the Sent Items icon in the Folder List. Click the item in the Item List to open it. Click Properties. For more detailed status information, click Other Properties. Deleting or Retracting an Item You Send Click the Sent Items icon in the Folder List. Click the item in the Item List to open it. 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. Moving an Item to a Folder 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. 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. Using the Address Book Searching for an Entry in the Address Book 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 book. In the Address Books list, select the address book you want to search. For you can choose from the GroupWise address book, the Frequent Contacts address book, or a personal address book. 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. 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. 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. Tips: Search by Name* and use the following abbreviations: ESD for Eastern School District: This returns a list of all ESD School Staffs. WSB for Western School Board: This returns a list of all WSB School Staffs. Search by Department and type the name of the school: eg: Miscouche This will return a listing of individual teachers in that school. Addressing an Item Open a new item. Click Address Book to open the Address Book. By default, the Address Book opens to the GroupWise 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. 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 allows 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 item's recipient list, then click To, CC, or BC to indicate the recipient type. If you are using the HTML 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 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. Creating a Personal Address Book From the GroupWise WebAccess main window, click the Address Book icon to open the Address Book. Click Address Book Options. Click Create Address Book to display the Create Address Book form. In the Address Book Name box, type the name you want to use for the personal address book. 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. Click OK to add the new address book to the Personal Address Book list. Click Close to return to the Address Book. Adding Entries to a Personal Address Book From the GroupWise WebAccess main window, click the Address Book icon to open the Address Book. In the Address Book, click Add (or Add Entry) to display the Add Address Book Entry form. If you want to add a resource or organization rather than a person, click Resource or Organization. Select the personal address book where you want to add the entry. 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. Fill in any other fields you want. Any information you add will be displayed when you select the entry in the Address Book. 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. Click the Mailbox icon in the Folder List. Click the shared address book notification to open it. 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. Creating a Personal Group 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. 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. 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 allows 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, 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. In the Personal Address Book list, select the personal address book where you want to save the group. Enter a name and description (optional) for the group, then click Save. The group is added to the personal address book. To Send an Item to a Group* 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 will be sent to each member of the group. 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. To Attach a File In the mail message window, click on the Attachments button. In the Attachments window, click on Browse. In the Choose File window, locate the file that you wish to attach and then click on Open. Click on the Add button. The file will now be listed below the line. To add another file as an attachment, click on Browse once again and repeat the above steps. Once all the files you wish to attach are listed, click on OK. You will return to the Mail Message window and the attached files are listed with a small paper clip image just under the subject field. To remove an attachment... In the Mail Message window which contains the attached files, click on the Attachments button Put a check mark beside each of the file (s) that you wish to remove and click on Remove. Note: You can no longer remove an attachment once the message has been sent. 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. Be sure to remember where you save the attached file on your computer. Attachments Which Are Blocked For Virus Protection GroupWise WebAccess has been set to block certain attached files that could potentially carry a virus. These attachments are blocked when they are sent into or out of the Prince Edward Island Education GroupWise system. This means that any such files will not be blocked if they are sent or received from within the Prince Edward Island Education GroupWise System. Please see Attachment Extensions Blocked by the GroupWise Anti-Virus Agent for a list of the blocked file extensions. Online Novell GroupWise WebAccess Manual (PDF) Online Novell GroupWise WebAccess (PDF) manual.
Compiled by: Ted Nabuurs Last Updated: Dec. 10, 2003