Smith College Technology And Resource Adviser

FORWARDING GROUPWISE MESSAGES TO ANOTHER ADDRESS

It's easy to create a rule within GroupWise that automatically forwards all incoming messages to any email address you specify.

You can create your forwarding rule using GroupWise WebAccess (the simplest method), or using the GroupWise Desktop Client for Windows or Mac, as explained in this document.

Note: If you don't have the desktop client and would like to install it, you can download it from the Smith software download site.

Create a forwarding rule for new messages using the GroupWise desktop client

Add a rule that checks the size of a message (so messages that exceed the message-size limit for your external mail system are not forwarded)

Create a rule that forwards multiple saved messages to a new account

Creating a Forwarding Rule in the GroupWise Desktop Client (Windows & Mac)

Open the GroupWise Desktop Client and enter your GroupWise password.
Click on the Tools menu and select Rules. The Rules dialog box will appear.

Note that the user in this example already has one rule; your own list may be empty. If you have other rules, be sure to read the section on interactions between rules at the end of this document.
Click on the New button. The New Rule dialog box will appear.
In the Rule Name field, type a name for the rule, something like "Forward to yahoo".
In the area labeled When event is, make sure that New Item is selected and Received is selected.
In the area labeled If conditions are, under Item Types, select Mail. When you're done, the dialog box should look like this:
If you want to forward all incoming items, do not define any conditions. If you wish to forward only certain items, specify the characteristics of the ones you want forwarded.
In the Then actions are area, click on the Add Action button and choose Forward from the list.
In the next window, enter the destination email address in the To: field. Be sure to use a complete address (e.g., myaccount@yahoo.com).
If you are forwarding ALL your messages to this address, we recommend clicking on Add Action again and choosing Delete/Decline.

This will cause your new messages to be moved into your GroupWise Trash folder after they've been forwarded, and ensures that your GroupWise account doesn't fill up with forwarded messages.

Note that your forwarded messages will stay in the Trash folder for 14 days before being permanently deleted.
Click on Add Action again and choose Stop Rule Processing.
Click Save.
You will be returned to the Rules dialog box. Your new rule should appear in the Rules list, with a check mark beside it to indicate the rule is active.

If the new rule is below your forwarding rule, select it and drag it above your forwarding rule.
Click Close, and you're done.

Creating a Rule that Checks the Size of a Message Before Forwarding It

Use the procedure below to create a rule that checks the size of each new message and ensures that any message that exceeds the size limit for your external mail account is not forwarded. It also sends you an alert that a message was too large to be forwarded and therefore must be viewed within GroupWise.

Open the GroupWise Desktop Client and enter your GroupWise password.
Click on the Tools menu and select Rules. The Rules dialog box will appear.
Click on the New button. The New Rule dialog box will appear.
In the Rule Name field, type a name for the rule, something like "Check message size."
In the area labeled When event is, make sure that New Item is selected and Received is selected.
In the area labeled If conditions are, under Item Types, select Mail.
Click on the Define Conditions button. In the Define Conditions window:
1. Select Size from the first drop-down menu. If it's not in the list, select All Fields, select Size in the next window, and click OK.
2. Back in the Define Conditions window, select
  >= Greater Than or Equal To from the second drop-down menu.
3. In the next field, enter the largest size message in bytes* that your external email account will accept. This information may appear in the help files for your email system or you may need to contact your ISP.
  
  *Use the following calculator to convert kilobytes (KB) or megabytes (MB) to bytes: http://www.onlineconversion.com/computer.htm
In the Then actions are area, click the Add Action button and choose Send Mail from the list.
In the next window, enter the following:

To: Your external email address
[Be sure to use a complete address (e.g., myaccount@yahoo.com)]

Subject: Oversized message received in GroupWise

Message: A message was received by GroupWise that exceeds the size limit of this system. Please use GroupWise to check the message.
Click Add Action again, and choose Stop Rule Processing (at the bottom of the list.)
Click Save.
You will be returned to the Rules dialog box. Your new Check Size rule should appear in the Rules list with a check mark beside it.

IMPORTANT: If the Check Size rule appears below your forwarding rule in the list, drag it above the forwarding rule. This ensures that the forwarding rule will not be triggered for any message that exceeds the size limit.
Click Close, and you're done.

Forwarding Many Saved Messages to a New Account

You can use the procedure below to create an auto-forwarding rule that streamlines the process of forwarding your saved GroupWise messages to a new account. The rule causes any messages you place in an "AutoForward" folder to be automatically forwarded to an address of your choosing. It is very useful for forwarding large numbers of messages all at once.

Note: You must use the GroupWise Desktop Client to create this rule. However, once it has been created, you can use GroupWise Web Access to move any saved messages you wish into your "AutoForward" folder.

Double-click on the GroupWise desktop client icon, and enter your password.
Create a new folder in your Cabinet called AutoForward:
1. In the folder list, right-click on the Cabinet and choose New Folder from the pop-up menu.
2. In the Create Personal Folder window, click Next.
3. In the next window, enter AutoForward in the Name field, then click Next.
4. In the next window, click Finish.
Create another new folder in your Cabinet called Forwarded Mail. (You will use this folder to retain a copy of all forwarded messages until you can confirm the forwarding was successful.)
1. Right-click on the Cabinet and choose New Folder from the pop-up menu.
2. In the Create Personal Folder window, click Next.
3. In the next window, enter Forwarded Mail in the Name field, then click Next.
4. In the next window, click Finish.
Now that the necessary folders are created, go to the main menu and select Tools, then Rules.
In the Rules window, you will see a list of any rules you have defined in the past. Click on the New button.
In the New Rule window, name your rule "AutoForward old messages".
Under When event is, click on the dropdown list and choose Filed Item.
Click on the folder icon next to Select Folder, open the Cabinet, and select your AutoForward folder.
Click on Add Action, then select Forward.
In the next window, enter the destination email address in the To: field. Be sure to use a complete address, for example: myaccount@yahoo.com
You may add a subject line or text that identifies the message as a forwarded message if you wish.
Click OK.
Click on Add Action again, and choose Move to Folder.
In the next window, open the Cabinet, select your Forwarded Mail folder, and click OK.
Click on Add Action again, and choose Stop Rule Processing.
Click on Save, then Close, and you're done.

To test your rule, drag (or move, in GroupWise WebAccess) an unimportant message into your AutoForward folder. It should disappear, then show up as a new message in your other email account. You should also find a copy of the message in your Forwarded Mail folder.

If the rule works as expected, you are free to move as many messages as you wish into your AutoForward folder. If the rule doesn't work as expected, review your rule for possible mistakes, and test again.

Once you confirm that all messages you dragged into your AutoForward folder have been successfully forwarded to your other address, you can delete all the copies in the Forwarded Mail folder.

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Interactions Between Rules

If you've discovered how useful rules can be, you may have several rules already. Rules are processed in the order they appear in your Rules list. Since you probably want your deletion rule to be applied to incoming messages before any other rule, be sure to put your deletion rule at the top of your list.

With WebAccess, rules are added to your list in the order you create them. To change the order, you will have to delete your other rules, then re-create them after you create your deletion rule.
If you're using the Windows desktop client, you can reorder your rules by simply clicking and dragging the rule name up and down in your Rules list.

To stop rule processing:
All rules are applied to every message unless you have added the "Stop Rule Processing" action to a rule. You should always add this action to any rule that is intended to stand alone.

For example, you may have a rule that automatically files all messages from a certain list server into a folder in your cabinet. Since you probably don't want any other rules to act on these messages, you should add the Stop Rule Processing action to your list-server-filing rule. This action ensures that no other rules are applied to the messages in this category.