1. Revised 6/2009 GroupWise-Email Basics MPSNet – Millard’s Intranet Employee Access Center

2. Email Basics Topics Getting started with GroupWise Email Basics Managing Mail Organizing your Mailbox Intro. to GroupWise WebAccess

3. Changing Your GroupWise Password 1.From the GroupWise menu, select Preferences. 2.Click the Security button on the left side of the dialog box. 3.Click on the Password button at the top of the dialog box, if necessary. 4.Click on the Change password button. 5.Type your old password. 6.Type your new password. 7.Press. 8.Retype your new password. 9.Click OK.

4. IMPORTANT! Email Server Storage GroupWise emails are stored on a mail server. You view the email messages on that mail server through the GroupWise application on your computer. The mail server deletes all messages, including those stored in your cabinet folders, that are equal to or older than 90 days. You cannot retrieve a message once the mail server deletes it. To view or store messages older than 90 days for retrieval, you will need to archive your messages.archive

5. Signature Line

6. 1.From the GroupWise Preferences dialog box, click on the Send button on the left. 2.Click on the Signature button at the top. 3.Check the box for Signature. 4.Type the signature you want to add to messages (your name, title, building, address, etc.). 5.Select the options for adding your signature to your messages: 1.Automatically add to all outgoing messages. 2.Prompt before adding message. 6.Click OK. Adding a Signature

7. Responsible Use

8. Addressing Mail: To, CC, BC To – Primary recipients of the mail message CC – Carbon Copy recipients of the mail message BC – Blind Copy recipients of the mail message

9. Using the Address Book from within a Mail Message 1.From the mail message, click on the Address button, or click on Actions, Address. 2.Select the name(s) from the Address List (use the  key to select more than one name). 3.Click on the To: button. 4.Repeat the same actions for adding addresses to the CC and BC options. 5.Click OK.

10. Using the Name Completion Feature 1.Start a new mail message. 2.Begin typing the name of the recipient (as soon as GroupWise recognizes a name, it will start to automatically complete the name for you). 3.Continue typing until the name you want appears. If you are using "Last name, First name,“ be sure to type in the following format: lastname, firstname--note the space after the comma (this format may be changed in the Address Book under View, Name Format).

11. Replying to Mail 1.Open the message to which you want to reply. 2.Click on the Reply button or Choose Actions, Reply. 3.Reply Options: Reply to the sender of the original message or reply to all of the people that received the original message. By default: the reply will include the original message you received. Do NOT check Reply to All, unless you want the sender and every other recipient to receive your reply (ex. You should not “Reply to All” for emails sent to all district staff). 4.If you do not want to include the original message, uncheck the Include Message Received from Sender Options. 5.Click OK. 6.Compose your message and click Send.

12. Forwarding Mail 1.From an open mail item, click on the Forward button, or choose Actions, Forward. 2.When the Forwarded message is received, “Fwd” will precede the subject of the message. 3.Some forwarded messages will display entirely in the message box. Other forwarded messages may display as an attachment in the attachment window.

13. Printing Items 1.Open the message you want to print, if necessary. 2.Click on the Print button or choose File, Print. 3.When the Print dialog box is displayed, verify that the item(s) you want to print is selected in the ‘to be printed’ box. If the message contains an attachment, that will be a print option. Use the Shift key to select more than one item. 4.Click Print.

14. Deleting Messages When you delete an item, it is moved to the Trash folder. The message remains in your Trash folder until the district server removes it (every 30-45 days). To delete an Item: –Drag it to the Trash Folder. –Or, Select the Item and Press Delete. –Or, when the mail message is open, click on the Trash/Delete button.

15. UnDeleting an Item You can “undelete” items in the Trash. You can only undelete before the Trash has been emptied. To Undelete an Item: –Drag the item from the Trash folder to another folder. --Or-- –Right-click (Ctrl-click) on the item in the Trash folder and choose Undelete.

16. Checking Spelling Choose Tools, Spell Check. The Writing Tools dialog box is displayed. –Select a word in the Suggestions list box or enter a different spelling and then click on Replace. –Click on Ignore to ignore the current occurrence. –Click on Ignore All to skip all occurrences. –Click on Learn to add the unrecognized word to the user dictionary. OR… right-click (Ctrl-click) on the red- underlined misspelled word (similar to MS Word) and choose the appropriate option.

17. Working with Sent Items Sent Items folder is your “Out Box.” Sent Items stores a copy of all messages that you have sent. Enables you to: –Reread sent messages. –Resend messages with corrections. –Retract messages before their recipients read them. You can only retract a message that has not yet been opened or deleted by the recipient(s).

18. Re-sending an E-mail 1.Starting at the main GroupWise window, click on the Sent Items folder. 2.Right-click on the e-mail. 3.From the menu select Resend. 4.The mail message will open and allow you to make any changes. 5.Click on the Send button. 6.A Resend dialog box will appear-- you are given an option to Retract the original item.

19. Retracting a Message 1.Click on the Sent Items folder. 2.Right-click (control-click) on the mail message you would like to retract. 3.Choose Delete from the menu. 4.The Delete Item dialog box will appear. 5.Select All Mailboxes and click OK. **You can only retract a message that has not yet been opened or deleted by the recipient(s).

20. Folders

21. Default Folders Mailbox – Contains incoming messages Calendar – Stores info about your Appointments, Notes, and Tasks Sent Items – Stores copies of messages you send Cabinet – A storage area where you can create folders to organize your mail items Contacts – Another view of Address Book items (use your Address Book for full view of all contacts)

22. Default Folders -2 Documents – You won’t be working with this folder. Checklist – Any item (mail, tasks, etc.) can be moved into the checklist to keep track of items that require an action. Trash – Contains items you delete Work In Progress – Keeps drafts of unsent messages until you are ready to send them

23. Working with Mail Folders Create folders to organize and store your messages. –Millard’s GroupWise is set up to delete messages after 90 days—even if the message has been saved in one of these folders. Folders can be created at the same level as your default GroupWise folders or in the Cabinet. Cabinet – use this feature to organize your messages.

24. Creating New Folders 1.From the GroupWise window, choose File, New, Folder. 2.Check that Personal Folder is selected. 3.Click NEXT. 4.Enter a name for the folder and an optional description. 5.You can change the position of the folder by clicking on the Up or Down buttons. 6.Click Finish to create the folder.

25. Moving Messages into Folders 1.Select the message. 2.Drag it to the desired folder. To move more than one message, select the messages you want by holding the key (for adjacent messages) or the key (for non-adjacent messages), then drag them all to the desired folder. You cannot move messages to the Sent Items folder.

26. Deleting Folders You can Delete Folders if you no longer need them. You cannot delete the following GroupWise defaults: – Mailbox, Sent Items, Calendar, Cabinet, Documents, Work in Progress, or Trash. Options: You can delete just the items in the folder or the folder with the items. To Delete a Folder: 1.Select the folder, choose Edit, Delete. 2.Or, select the folder, right-click on the folder, and choose Delete. 3.Under Delete Options, select Items Only or Folder(s) and Items and click OK.

27. Attachments

28. Working with Attachments Allows files to be sent through email: –Word processing documents –Spreadsheets –Multimedia presentations –Images …And much more!

29. Opening & Viewing Attachments 1.Open the e-mail that contains the attachment. 2.Right-click (Ctrl- click) on the attachment. This will give you the option of opening the attachment or saving it. You can also drag the attachment to your Desktop to save it and then open from there.

30. Sending a Message with an Attachment 1.Compose your message. 2.Click on the Attach button on the message window.

31. Sending a Message with an Attachment 3. Browse to the file you wish to attach. 4. Select the file. 5. Click OK.

32. Sending an Attachment (cont.) Attached file The attached file will display as an icon in the attachment window of the message. 6. Click Send to deliver the message to the intended recipient(s).

33. Saving a Draft Message 1.When you are composing a message that you want to finish later, click on the Save button, or click on File, Save As Draft. 2.A Folder list will appear, asking you to select the folder where you will save your draft. 3.Select Work in Progress, if necessary. 4.Click OK. 5.To retrieve this item later, click on the Work in Progress folder from your folder pane. 6.Double-click your draft item, continue composing, and then click Send. When you have created a message, but you are unable to complete it, you can save it in the “Work in Progress” folder in order to complete it later.

34. Formatting Messages To emphasize text, you can apply different Font styles and sizes, Bold, Italics, and Underline by using the buttons on the toolbar. To change the Text Color, click on the Font Color button, and then choose a color from the swatches.

35. Sorting Messages You can sort items in the Item List box to organize them. To Sort: –Right-click (Ctrl- click) on the field (column) that you want to sort by; e.g., From, Subject, Date. –Choose either Ascending or Descending.

36. Resizing Panes Resize the Folder List Box & Item List Box. –Place the mouse pointer on the border between these two panes. –The mouse changes to a double-headed arrow. –Drag the border until each pane is the desired size.

37. Adding Columns: Main Window 1.Move your mouse pointer directly over a column heading and right- click (Ctrl-click). 2.Select the field name/column heading you want to add (To, Message Status, etc.). 3.If the field name you want is not displayed, click on More columns… 4.Select the field name you want to display. 5.Click the Add button in the center of the dialog box. 6.Click OK.

38. GroupWise Web Access

39. Allows users access to their GroupWise mailboxes through a web browser. URL: groupwise.mpsomaha.org –Note: do not use “www” prior to the URL Options: Send and read messages, appointments, tasks, notes, and modify your calendar. Not all features are available in WebAccess.

40. WebAccess Window 1.Enter the URL (http://groupwise.mpsomaha.org)http://groupwise.mpsomaha.org 2.Enter your user name and password, then click on Login (see next slide)

41. Working with WebAccess WebAccess will disconnect you after 25 minutes, if you are not performing any tasks. –This will protect you if you forget to log out. –If you need to compose a lengthy message, you may want to compose it in Word. After you finish, login to WebAccess, and copy the message into a new email message. If you see the message “Please log in again” simply retype your user name and password.

42. Exiting WebAccess Click on the Exit button to logout of GroupWise WebAccess.

43. Quick Viewer

44. The QuickViewer To view another item in the QuickViewer, simply click on the item. When you read a message with the QuickViewer, the envelope icon changes to indicate that the item was opened. Displays the contents of the selected item 1.Select the item you want to view. 2.Choose View, QuickViewer.

45. The QuickViewer Hiding QuickViewer –Click on the QuickViewer button –Or, right click in the QuickViewer pane and choose Hide QuickViewer Resizing –The QuickViewer can be resized the same way as the other panes

46. Archiving

47. Archiving: Setup 1. Start at GroupWise’s main window. 2. Choose GroupWise (from the menu), Preferences. 3. On the Environment window, select the File Location button, and note the Archive directory. The location should be set up as “GWArchives” from your User folder. You can browse to create this folder if it does not already exist. DO NOT create the folder on your Desktop or in your Documents folder. This is a one time process… once you create your Archives, GroupWise will automatically store messages for you that are 90 days or older.

48. Archiving: Setup (cont.) 1. Click on the Cleanup button at the top of the Preferences dialog box. 2. Under Mail and phone, choose “Auto-archive after XX days.” Set the number of days to your preference, but it must be less than 90 days. You can also archive your calendar items if you want to keep them as history in your calendar.

49. Archiving Setup (cont.) REMEMBER! The Millard GroupWise server deletes everything from your Inbox and folders after 90 days. If you want to archive before the server cleans up, choose a setting less than or equal to 89 days. You may choose a setting that works for you.

50. Archiving: Methods After setting up your Archive options, the Auto- Archiving process will check for any messages 90 days or older in your Mailbox. –This process occurs once a day, the first time you open GroupWise. You can also manually archive any mail item, if you choose. –Point to the From column of any message. –Right-click (Ctrl-click) and choose Move to Archive.

51. Archiving: Reading an Archived Item 1.Start at the GroupWise main window. 2.Go to File, Open Archive. All of the items in the Archive directory are displayed. 3.To read an item, double-click on it. 4.When you open an archived item, the word “Archive” is displayed in the title bar. 5.To exit the archive, go to File, Open Archive (This will remove the check mark before the option.)

52. Archiving: Retrieving an Archived Item 1.Start at the GroupWise main window. 2.Go to File, Open Archive. 3.Right-click (Ctrl-click) the message that you would like to retrieve. 4.Click on Move to Archive (this will remove the check mark before the option.). The message disappears from the Archives. 5.To exit the Archives, go to File, Open Archive (toggles off). 6.Your message will be returned to the mailbox, or its location prior to being archived. 7.The message will stay ‘unarchived’ until the next day’s auto-archiving process.