Smith College Technology And Resource Adviser

GROUPWISE FOR WINDOWS FREQUENTLY-ASKED QUESTIONS

The list below is a compilation of questions many people have been asking about the GroupWise desktop client for Windows.

How can I retract a sent message?
How can I tell if an email message was sent or opened?
How do I delete incorrect addresses that keep reappearing?
How do I change the sort order or add a column heading?
How do I get the main menu bar (File, Edit, View) back?

How do I get the folder list on the left back?

Can I change the default font size for my messages?

How can I color code my mail?

How do I change the default web browser for links?

The GroupWise icon does not connect to the server. What should I do?

Retracting a Sent Message

Messages you sent can be retracted if the recipient has not yet opened the message and the message was sent from one GroupWise user to another GroupWise user. Messages sent outside of GroupWise can not be retracted.

1. Open the Sent Items folder.

2. Click on the Item you want to retract and press Delete. (Mac laptop users function + delete)

3. Select Recipient's Mailbox to delete the item from their mailboxes only OR select All Mailboxes to delete the item from both your mailbox and theirs.

4. Click OK

Finding Out Whether an Email Message was Sent or Opened

At some point you're going to need to check and see if an email was delivered to a recipient and whether it was opened and read. In GroupWise there is a way to do this, but only with messages sent to people within the GroupWise system.

1. Open the "Sent Items" folder.

2. Find the message you want to look into.

3. Place your mouse pointer over the sent mail icon next to the message you want to check on, right - click, and choose "Properties".

4. Scroll down to see more details depending on how long the property sheet is.

Some of the things you can find out about a message in the property sheet are who it was sent to, when it was delivered and whether it was opened or deleted. From this example the message was delivered on 8/30 at 1:05 pm the five recipients received and read the messsage but note the days and times are different.

Restoring the Main Menu Bar

If your default view has changed and you are missing the Main Menu Bar that contains the File, Edit, View, etc., there is a simple way to get it back.

To the left of the Home Tab click the drop-down arrow, from the menu displayed select Display Main Menu.

Restoring the Main Folder List

The default view for GroupWise is broken into two windows. The Folder List on the left and your Mailbox on the right. If you are not seeing the folder list which contains your mailbox, sent items, trash and cabinet you accidently closed the window.

From the View menu, select Folder List. You will now see the folder list on the left of your main Mailbox.

Changing the GroupWise Message Font

The default font for the GroupWise installation is 8 point and it prints that way as well. The font size is held by your Windows settings.

1. Right-Click on any empty space on the desktop and choose "Properties".

2. Click on the Appearance tab then click the Advance button.

3. In the "Item" pull down menu, select Message Box.

4. Now set the font size to a size that works for you, and click OK when done.

Color-Coding Mailbox Items Using Categories

GroupWise 6.5 and 7 allow you to color-code items in your mailbox using the "Categories" feature. Not only do the colors help you differentiate and organize items, but you can also sort by a category using the Filter button.

Select an email message from your mailbox.
From the Actions Menu select Categories then More. OR, right-mouse click on the email message, select Categories then More.
There are 4 default categories: Cancel (green), Follow-up (gold), Low priority (light grey) and Urgent (red). You can work with these, change the colors or delete them and create new ones with your color combinations.
Give your category a name in the field at the bottom of the window. Click on the Add button. All new categories are assigned the standard black color.
To change the color, select the category. Now click the Edit Color button.
Pick one of the basic colors on the left, or choose a custom color from the color space, then click OK.

Close the Category dialog box. The message you selected in the beginning will appear in the new color.
Once you've created a list of color codes, the simplest way to apply a color code to a message is to right-click on the message, select Categories, then click the category name.
The default is to show all categories in your mailbox. If you would like to filter and show a particular category there is a filter options in the upper right hand side of your mailbox. From the Filter button (circled in red) select Categories, then select the catetory you wish to filter by.

A filtered list will appear on your screen.
To go back to showing all your mail, you must go back to the Filter button and select All Categories.

Deleting Incorrect Addresses that Reappear

We've all made mistakes when it comes to addressing an email message, but the bad address does not have to come back to haunt us. We have to delete the bad address from the Frequent Contacts Address book.

1. Open the Address Book.

2. Select the Frequent Contacts Book on the left hand side.

3. On the right hand side (circled in red) change the Inside to be looking for the email address.

4. In the Look For: start typing the bad address. The search feature should highlight the bad addres. Select this address and press Delete.

Note: Click on the link for more information about using the address book.

Sorting Mail

Did you know that the column headings in your Mailbox allow you to quickly sort your mail or show additional information?

The heading with the arrow is the current sort by heading. From the example the Date is sorting in decending order. Clicking the date again, this will quickly change the sort to ascending. Try clicking on the From or Subject to sort by when looking for a specific email message.

Most users view three column headings, From or Name, Subject and the Date the message was received. There are other columns of information you may want to view or sometimes we lose a column heading.

Window users: right-mouse click on a column heading, Mac users, Control+Click a column heading. Select More Columns from the menu.
This window displays the Available columns and Selected columns. For example if you would like to know the size of the email message and attachment, select Size.
Click the Add button, this moves the Available column to the Selected side. To change the column position use the column position Up and Down buttons.
To remove a column, highlight a column heading on the Selected Column side then click the Remove button.

Setting or Changing the Default Web Browser

The default web browser is the browser that opens when you click on a web link in a message.

With GroupWise open, click on the Tools menu and select Options.
Double-click on Environment.
On the General tab, locate the HTML Browser section at the lower left.
From the drop-down menu, select the default browser of your choice.

Connecting to GroupWise From Off-Campus

When you are not on the Smith Campus, GroupWise might have trouble automatically connecting to the server. You will need to supply an IP address as follows:

Double-click on the new GroupWise icon on your desktop.
The Novell GroupWise Startup window will open, as shown below.

Enter your GroupWise User ID (username) and Password. In the Address field, enter the appropriate number from the list below:

Faculty:	131.229.64.43
Staff:	131.229.64.50
Students:	Based on the first letter of your username, use:
A-D	131.229.64.123
E-J	131.229.64.151
K-M	131.229.64.117
N-Z	131.229.64.103

Click OK to launch the program.