GroupWise Tips

1. GroupWise Tips 07-28-04

2. Shortcut Keystrokes • Create a new mail message • CTRL + M • Create a new phone message • CTRL + SHIFT + P • Create an appointment for others • CTRL + SHIFT + A • Refresh the screen • F5

3. Shortcut Keystrokes • Spell Check • CTRL + F1 • Display QuickViewer • CTRL + P • Create a task for others • CTRL + SHIFT + T • Create a note for others • CTRL + SHIFT + R

4. Phone Messages • You can use a phone message to send information about a phone call or an office visit. • In GroupWise on the main menu click New, then Phone Message

5. Phone Message continued… • The Phone To message screen will appear:

6. Working with Folders • Creating a New Folder • To create a folder, first highlight the Cabinet icon. • Right mouse click and select New Folder • Create Personal Folder screen appears, be sure Personal folder is checked and click on the Next button. • Enter the Name of the folder, you can move it down or up or left or right. When finished click on the Next button and then on the Finish button. • Your new folder has been created.

7. Moving Messages into Folders • You can move a message between folders by selecting the message and dragging it to a new location.

8. Deleting Folders • If you find that you no longer need a folder, you can delete it. GroupWise enable you to select whether to delete only the items in folder or the items and the folder entirely. • To delete a folder, highlight the folder you want to delete and choose Edit then Delete from the GroupWise main menu. • Or, you can right mouse click on the folder and choose Delete from the menu. • Under the Delete Options in the Delete Folder(s) dialog box, select Items Only or Folder(s) and Items and then click OK

9. Creating Color-Coded Categories • GroupWise enables you to assign items to categories to help you organize the items in your GroupWise mailbox. • There are four predefined categories: • Follow-Up Orange • Low Priority Light Gray • Personal Blue • Urgent Red

10. Assigning Categories to Mail Items • Right mouse click on the email message • Select Categories • Select either: • Personal • Low priority • Follow-up • Urgent • Removing email from a category, right mouse click on the email message, click categories, select the category name with the checkbox. This toggles the previous selection off

11. Work In Progress • This is a handy feature if you have created an email message and you don’t have time to finish it. • On the toolbar click on cancel. • You will be prompted to Save changes to this item? Click Yes

12. Work in Progress continued… • The Folders screen will appear. • Save the file in the Work In Progress Folder • By Clicking on OK At a more convenient time you can retrieve the email message from the Work In Progress Folder

13. Vacation Rule • A vacation rule can send a reply that contains a text message you have entered to each sender that has sent you a message. • It is HIGHLY recommended that you temporarily remove yourself from all ListServ’s before using a rule. Otherwise individuals who post a message to the ListServ will receive your vacation notice. This may not be appropriate for all ListServ’s.

14. Vacation Rule continued… • In the GroupWise main menu choose Tools, Rules, then New. • Name the rule Vacation • In the When Even Is section, verify that New Item is displayed and that Received is checked to designate the receipt of a new item as the event that will trigger (activate the rule).

15. Vacation Rule continued… • In the Item Types list, check Mail to apply the rule only to mail messages. • In the Then Actions Are section, click Add Action to display the Add Action list. • Select Reply, verify that Reply to Sender is selected, then click OK. • In the message field, type your message. • Click OK, then click Save. • In the Rules dialog box, verify that the Going on Vacation rule is checked, then close the rules dialog box.