Novell GROUPWISE 7 - CROSS-PLATFORM Manual Download Page 117

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Working with Documents

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117

Working with Documents

The Cross-Platform client is not fully integrated with GroupWise

Document Management

Services. In the Cross-Platform client, you can perform the following tasks:

List the documents in the Default Library folder.

List the documents in the Authored folder.

Attach a document reference to an outgoing e-mail message.

Receive a document reference on an incoming e-mail message.

Save a document associated with a document reference to disk.

Search for text in document titles using the Find feature.

Display limited properties of a document.

In the Cross-Platform client, you cannot perform the following tasks:

Select or change the default library.

Create a new document and add it to a library.

Edit an existing document and return it to a library.

Import documents into a library.

Search for text in the body of a document using the Find feature.

Summary of Contents for GROUPWISE 7 - CROSS-PLATFORM

Page 1: ...Novell w w w n o v e l l c o m novdocx en 6 April 2007 GroupWise 7 Cross Platform Client User Guide GroupWise 7 A p r i l 1 6 2 0 0 7 C R O S S P L A T F O R M C LI E N T U S E R G U ID E...

Page 2: ...export or import deliverables You agree not to export or re export to entities on the current U S export exclusion lists or to any embargoed or terrorist countries as specified in the U S export laws...

Page 3: ...Trademarks For Novell trademarks see the Novell Trademark and Service Mark list http www novell com company legal trademarks tmlist html Third Party Materials All third party trademarks are the prope...

Page 4: ...novdocx en 6 April 2007...

Page 5: ...tcut Keys 23 1 7 Learning More 25 1 7 1 Online Help 25 1 7 2 GroupWise 7 Documentation Web Page 25 1 7 3 GroupWise Cool Solutions Web Community 25 2 Logging In to GroupWise 27 2 1 Logging In to GroupW...

Page 6: ...an Appointment 60 4 1 3 Rescheduling Recurring Appointments 60 4 1 4 Canceling an Appointment 61 4 1 5 Scheduling an Appointment for Yourself 61 4 1 6 Scheduling a Recurring Item by Dates 62 4 1 7 Ch...

Page 7: ...opying a Rule to Make a New Rule 87 6 6 7 Editing a Rule 87 6 6 8 Deleting a Rule 87 6 6 9 Limiting Items Affected by a Rule 87 6 6 10 Running a Rule Manually 88 6 6 11 Enabling or Disabling a Rule 88...

Page 8: ...Deleting a Group from a Personal Address Book 109 7 4 Printing Lists from the Address Book 110 7 5 Using the Address Selector and Address Book to Send Messages 110 7 5 1 Using the Address Selector to...

Page 9: ...e Options 123 10 14 Changing Your Display Name 124 10 15 Using Startup Options 124 10 15 1 GroupWise Startup Options on Linux 124 10 15 2 GroupWise Language Codes 125 10 15 3 Using GroupWise Startup O...

Page 10: ...10 GroupWise 7 Cross Platform Client User Guide novdocx en 6 April 2007...

Page 11: ...want to hear your comments and suggestions about this manual and the other documentation included with this product Please use the User Comments feature at the bottom of each page of the online docum...

Page 12: ...in a step and items in a cross reference path A trademark symbol TM etc denotes a Novell trademark An asterisk denotes a third party trademark When a single pathname can be written with a backslash fo...

Page 13: ...lling the GroupWise Cross Platform Client on Linux on page 13 Section 1 1 2 Installing the GroupWise Cross Platform Client on a Macintosh on page 13 1 1 1 Installing the GroupWise Cross Platform Clien...

Page 14: ...ead your messages schedule appointments view your Calendar manage contacts change the GroupWise mode you re running in open folders open documents and much more Figure 1 1 Groupwise Main Window You ca...

Page 15: ...xt to any folder except for shared folders the number of unread items is shown in square brackets Next to the Sent Items folder the number in square brackets shows how many items are pending to be sen...

Page 16: ...older Use the Checklist folder to create a task list You can move any items mail messages phone messages reminder notes tasks or appointments to this folder and arrange them in the order you want Each...

Page 17: ...To delete items from the Junk Mail Folder right click the folder click Empty Junk Mail Folder then click Yes Checklist Folder Task List Folder in Previous Versions of GroupWise This folder contains t...

Page 18: ...items into the folder and create discussion threads You can t share system folders which include the Cabinet Trash and Work In Progress folders 1 2 4 Item List The Item List on the right side of the...

Page 19: ...stallation must be a standard installation not a workstation installation You should use this mode if you have enough disk space on your local drive to store your mailbox Several users can set up thei...

Page 20: ...cepted the appointment or 3 completed the task Appears next to an item you have sent The item couldn t be delivered to the destination post office or it failed to transfer to the Internet Appears next...

Page 21: ...y Opened appointment with a low standard or high priority Unopened task with a low standard or high priority Opened task with a low standard or high priority Unopened reminder note with a low standard...

Page 22: ...ic project in one folder Figure 1 3 Calendar View As Checklist As Checklist displays a checklist area at the top of your Item List where you can create a checklist using the items in your Item List Ea...

Page 23: ...nline help Main Window Calendar item dialog box F2 Search for text In an item F5 Refresh the view Main Window Calendar F7 Opens the Spell Checker In an item F8 Mark the selected item private Item List...

Page 24: ...w task Main Window Calendar item dialog box Ctrl Shift R Open a new reminder note Main Window Calendar item dialog box Ctrl Shift P Open a new phone message Main Window Calendar item dialog box Alt F4...

Page 25: ...roupWise client by clicking Help User Guide 1 7 3 GroupWise Cool Solutions Web Community At GroupWise Cool Solutions you ll find tips tricks feature articles and answers to frequent questions In the M...

Page 26: ...26 GroupWise 7 Cross Platform Client User Guide novdocx en 6 April 2007...

Page 27: ...on 2 1 3 Logging in to Your Mailbox from a Shared Workstation on page 28 2 1 1 Logging In to Your Mailbox 1 Start GroupWise If you have not specified a password for your Mailbox and GroupWise needs no...

Page 28: ...d in to the workstation This allows you to customize GroupWise the way you want it to look without changing the look for other users When a user is done using the workstation that user should log out...

Page 29: ...he Confirm new password field type the password click OK then click Close 2 2 2 Changing Your Password 1 In the Main Window click Tools Options 2 Click Security then click the Password tab 3 Click Cha...

Page 30: ...30 GroupWise 7 Cross Platform Client User Guide novdocx en 6 April 2007...

Page 31: ...n for the meeting You can use posted appointments to schedule personal events such as a doctor s appointment a reminder to make a phone call at a certain time and so forth Appointments display on the...

Page 32: ...copy recipients CC receive a copy of an item CC recipients are users who would benefit from the information in an item but are not affected by or directly responsible for it All recipients can see tha...

Page 33: ...elds or To select usernames from a list click Address on the toolbar double click each user then click OK 3 Type the name company and phone number of the caller 4 Select the check boxes that apply to...

Page 34: ...atically add a vCard or virtual business card to the end of messages GroupWise searches the Address Book for your user information and places it at the end of any messages you send This section contai...

Page 35: ...s or skip the word whenever it appears in that message You can also add the word to a user word list When Spell Checker finds a misspelled word you can replace it with a word Spell Checker suggests ed...

Page 36: ...ouble click the word or click the word and click Replace To make your own corrections edit the word in the Replace With box then click Replace Replace All Replaces all instances of the same misspelled...

Page 37: ...He Ignore Words with Numbers Ignores words containing both letters and numbers such as 2nd Ignore Duplicate Words Ignores duplicate words such as the the Ignore URL Like Words Ignores words that look...

Page 38: ...ck Delete 4 Click OK 5 Click Send on the toolbar Moving or deleting a file on a disk or network drive does not affect a file you ve attached to an item and sent If you delete an attached file it is no...

Page 39: ...e 40 Receiving Notification When the Item is Opened or Deleted You can receive notification when the recipient opens or deletes a message declines an appointment or completes a task Requesting a Reply...

Page 40: ...ent Items folder in the Folder List 2 Right click the item you want to retract then click Delete 3 Select the appropriate option 4 If you have selected to retract this item from other recipients mailb...

Page 41: ...click Tools Options then click Send 2 Click Reply requested then specify when you want to receive the reply The recipient sees next to the message If you select When Convenient Reply Requested When co...

Page 42: ...endar All Mailbox items are marked with an icon The icons change depending on whether or not the item has been opened See Icons Appearing Next to Items in Your Mailbox and Calendar on page 20 for more...

Page 43: ...k on the toolbar 2 Select whether to turn QuickViewer on in all folders or just the selected folder then click OK 3 Size QuickViewer by dragging a corner of the window or by dragging the horizontal di...

Page 44: ...message in your reply Your reply will include Re preceding the original subject text You can modify the subject text if you want Replying to an Item on page 44 Replying to an Item in a Shared Folder...

Page 45: ...item to another person 3 5 4 Creating a Checklist Use the Checklist folder to create a task list You can move any items mail messages phone messages reminder notes tasks or appointments to this folder...

Page 46: ...Moving an Item to the Checklist Folder 1 Drag the item to the Checklist folder The item or items are moved from this folder to the Checklist folder where you can arrange them in the order you want as...

Page 47: ...hen click Delegate 2 In the To field type a username then press Enter or To select a username from a list click Address on the toolbar double click the user then click OK 3 Type any additional comment...

Page 48: ...e mail Internal e mail is e mail where the sender is part of your GroupWise system and the From field shows only the name of the sender not an Internet address as explained above If you want to block...

Page 49: ...ox An Internet domain is the part of the e mail address that comes after the For example in the address Henry mymail com the Internet domain is mymail com However e mail from contacts in your Frequent...

Page 50: ...whose address is myfriend zcompany com Add this friend s e mail address to the Trust List If you specify Junk Mail Handling options in Caching mode make sure to synchronize with your Online Mailbox i...

Page 51: ...Junk Mail option is enabled or an address or Internet domain is added to the Junk List which enables the Junk List option If you select Block the address is added to the Block List All future e mail...

Page 52: ...to the Junk List All future e mail items from this Internet domain are delivered to the Junk Mail folder You can specify that the items in this folder are automatically deleted after a specified numb...

Page 53: ...ls from addresses not in your Frequent Contacts address book and other personal address books is delivered to the Junk Mail folder You can specify that the items in this folder are deleted after a spe...

Page 54: ...ternet domain for example idomain com affects all e mail from idomain com and any subdomains that prefix this Internet domain such as offers idomain com or members idomain com A domain of abcidomain c...

Page 55: ...services You can click any links that are included in the item and jump to the linked Web sites If you have Mozilla or Konqueror installed on the same computer as GroupWise you can compose messages i...

Page 56: ...ter encodings to display certain characters properly In GroupWise you can change the encoding for items that you send and receive Many times this is neccessary for you to view the item properly or for...

Page 57: ...e click the item you want to read 2 Right click the body of the item then click Encoding 3 Select the proper encoding for the message Currently you can only change the encoding for HTML messages that...

Page 58: ...58 GroupWise 7 Cross Platform Client User Guide novdocx en 6 April 2007...

Page 59: ...ms after they have been sent or received see Section 3 4 Managing Sent Items on page 39 and Section 3 5 Managing Received Items on page 41 This section contains the following topics Section 4 1 Schedu...

Page 60: ...You Send on page 33 8 If you want to make sure the people and resources for the appointment are available you can do a busy search by clicking Busy Search on the toolbar See Checking When Everyone Is...

Page 61: ...ant to cancel 3 Click Edit Delete 4 If the original appointment was an auto date appointment click This Instance or All Instances 5 Click All Mailboxes then click OK 4 1 5 Scheduling an Appointment fo...

Page 62: ...ointment As patterns on the grid If appears to the left of the username or resource you can click a scheduled time across from the username or resource on the Individual Schedules tab to display more...

Page 63: ...d Completed is placed in the Properties window TIP You can also create a checklist that is not associated with your Calendar In this type of checklist any item type mail appointment task reminder note...

Page 64: ...many options such as making this task a high priority and more by clicking the Send Options tab 6 Click Post on the toolbar Posted tasks are placed in your Calendar They are not placed in your Mailbo...

Page 65: ...uling a Reminder Note for Other Users on page 65 4 3 1 Scheduling a Reminder Note for Yourself Posted reminder notes are placed in your Calendar on the date you specify They are not placed in your Mai...

Page 66: ...er The sender can find your response by checking the item s Properties 1 Open the appointment task or reminder note 2 Click Accept or Decline on the toolbar or Click the down arrow to the right of the...

Page 67: ...novdocx en 6 April 2007 If the resource you own isn t listed click Proxy type the name of the resource you own in the Name box then click OK 3 Double click the item you need to accept or decline 4 Cl...

Page 68: ...68 GroupWise 7 Cross Platform Client User Guide novdocx en 6 April 2007...

Page 69: ...m in Your Calendar on page 70 Section 5 3 Saving an Item in Your Calendar on page 70 Section 5 4 Printing Your Calendar Task List or Reminder Note List on page 70 Section 5 5 Viewing a Different Date...

Page 70: ...display the appointment as Out of the Office it displays as dark gray To change an appointment use Show Appointment As 1 Click Actions Show Appointment As then select Free Tentative Busy or Out of th...

Page 71: ...k Print 5 5 Viewing a Different Date in the Calendar 1 If the view displayed has a Calendar toolbar click then click a date 2 Click to return to today s date Going to a different date is not applicabl...

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Page 73: ...6 12 Backing Up Your Mailbox on page 100 Section 6 13 Repairing Your Mailbox on page 101 Section 6 14 Finding Items on page 101 Section 6 15 Filtering Items on page 102 Section 6 16 Using the Columns...

Page 74: ...Documents folder You can also make folders public by sharing them See Section 6 2 Using Shared Folders on page 75 To quickly alphabetize all the folders right click a folder containing subfolders then...

Page 75: ...d Trash folders If you place a document in a shared folder people with rights to the shared folder only have rights to view the document In Caching mode changes in shared folders are updated whenever...

Page 76: ...n click OK See Replying to an Item in a Shared Folder on page 44 for more information 6 3 Managing Contacts Through Your Mailbox GroupWise Contact Management gives you access to your contacts groups r...

Page 77: ...in Name Completion You can select Last First First Last or you can specify any display name you choose When you want to address an item to this contact type the display name in an address field To CC...

Page 78: ...the group and press Delete to remove the name If you right click a name you can see details remove the name or change the designation of To CC and BC Use the Members button to add entries to the grou...

Page 79: ...hive to save mail or phone messages appointments reminder notes or tasks to a designated database on a local drive Archiving items saves network space and keeps your Mailbox uncluttered It also protec...

Page 80: ...Caching to indicate what mode of GroupWise you are running in then click Archive 2 Click the item you want to unarchive click Actions Move to Archive 3 Click File Open Archive to close the archive an...

Page 81: ...box items in the Checklist folder are also archived based on the original date you received the item not based on the due date you assign it If you have automatic archiving set up it only archives ite...

Page 82: ...he types of items to be affected by the rule Add an action The action is what you want the rule to do when it is triggered Save the rule Make sure the rule is enabled You can specify many more options...

Page 83: ...ould accept all appointments from a specific individual Delete Decline Deletes or declines any item when the rule conditions are met For example your rule could decline any appointment scheduled for a...

Page 84: ...you create a posted appointment reminder note or task Clicking Draft lets only items marked as unfinished or draft trigger the rule Filed Item The rule is triggered when an item is placed in a specif...

Page 85: ...k the folder icon click a folder then click OK to display the folder name 5 Click one or more types of items you want the rule to act on in the Item Types list If you want to further restrict the item...

Page 86: ...field type your name as it displays in the To field of a mail message If you want to make sure that you do not reply to items from yourself possible through proxies for example Click Define Condition...

Page 87: ...ems 10 Optional Type a message for all forwarded items 11 Click OK 12 Click Save verify that the rule has a check mark next to it indicating that it is enabled then click Close 6 6 6 Copying a Rule to...

Page 88: ...down list then click End or Click the last drop down list then click And or Or to further limit the items affected by the rule 6 6 10 Running a Rule Manually 1 Click the items or folders that you wan...

Page 89: ...who accepted equals the total number of recipients Not Equal to Field Number Read Number Accepted Items in which the number of recipients who read the item is not equal to the number of recipients wh...

Page 90: ...Customer Reports On Created Today Items that were sent today On or After Created Yesterday Items that were sent yesterday or later After Created Yesterday Items that were sent later than but not inclu...

Page 91: ...ge Specify a phone number Category The category assigned to an item Specify an existing category Copy Type The type of message a user receives To CC or BC Select To CC or BC from the drop down list Cr...

Page 92: ...of an item Type part or all of the Message field My Subject Text appearing in the My Subject field of the Personalize tab Specify part or all of the My Subject text Number Accepted The number of reci...

Page 93: ...y The alphabetical priority of a task A B C and so on Specify a single letter Task Priority The numerical priority of a task 1 2 3 and so on Specify an integer Thread State The state assigned to an it...

Page 94: ...proxy First the person for whom you plan to act as proxy must grant you rights in the Access List in Options Second you must add that user s name to your Proxy List so you can access his or her Mailbo...

Page 95: ...access you have depends on the rights you have been given 1 If you haven t already done so add the username of the person to your Proxy List See Adding and Removing Users in Your Proxy List on page 96...

Page 96: ...r List it probably displays Online or Caching to indicate what mode of GroupWise you are running in then click Proxy 2 To remove a user click the name then click Remove 3 To add a user type the name i...

Page 97: ...epting and Declining Resource Requests You can accept or decline requests for a resource only if you are the owner and have been granted Read and Write rights 1 In the Main Window or Calendar click Fi...

Page 98: ...selected items Items in the Trash are emptied according to the days entered in the Cleanup tab in Environment Options or you can empty the Trash manually The system administrator can specify that you...

Page 99: ...Emptying the Trash 1 Right click then click Empty Trash 6 10 5 Emptying Selected Items from the Trash 1 In your Folder List click 2 Select one or more items 3 Click Edit Delete then click Yes 6 10 6 E...

Page 100: ...Deleted items are moved to your Trash and remain there until the Trash is emptied 6 11 2 Deleting and Emptying Items from Your Mailbox 1 In the Main Window select one or more items then click Edit De...

Page 101: ...your backed up mailbox click File Open Backup 6 13 Repairing Your Mailbox The GWCheck program performs Mailbox database maintenance If the GWCheck program is available to you you can perform database...

Page 102: ...words In addition check the syntax of your search to make sure you are telling Find to search for exactly what you want 6 15 Filtering Items If your Mailbox or Calendar contains many items you might h...

Page 103: ...and Address Book to Send Messages on page 110 Section 7 6 Using Frequent Contacts on page 111 Section 7 7 Managing Personal Address Books on page 111 Section 7 8 Sharing an Address Book with Another...

Page 104: ...lector displays The Address Selector presents a simplified view of the Address Book providing you with the options you need to select a name or create a group Changing the Address Book Displayed in th...

Page 105: ...ss book in the Address Book If you want the Contacts folder to display entries from a different address book right click the Contacts folder click Properties click the address book name from the Addre...

Page 106: ...e multiple address books you can include the same name and address in several books If the entry is copied from an address book and you edit the entry s information in one book it is updated in all bo...

Page 107: ...few characters 7 3 Using Groups to Address Items A group is a list of users or resources you can send messages to Use groups to send a message to several users or resources by typing the group name i...

Page 108: ...ave the group in the personal address book You can also create and save a personal group from the Address Selector when you are addressing a message or other item 1 In an item view click on the toolba...

Page 109: ...cate the contact by first name last name or full name 6 In the Look for field type the contact you want to add The address list scrolls to the nearest match 7 Double click the contact in the list so t...

Page 110: ...iew to see how the list will look 11 Click Print 7 5 Using the Address Selector and Address Book to Send Messages Use the Address Selector to address items you are composing For more information about...

Page 111: ...have used it After an entry is placed in Frequent Contacts it remains there until you delete it The entry also remains in its original address book You can use Frequent Contacts Properties to decide w...

Page 112: ...the entry For information about the different fields see Managing Contacts on page 77 Managing Groups on page 77 Managing Resources on page 78 and Managing Organizations on page 78 7 Click OK 8 To co...

Page 113: ...ck or Ctrl click the names you want to copy 3 Click Edit Copy To 4 Select the address book you want to copy the names to then click OK Renaming a Personal Address Book 1 In the Main Window click on th...

Page 114: ...ook receives a notification The Status column displays as Pending until the user accepts or declines the shared address book request then the column is updated to reflect the user s selection In the A...

Page 115: ...ng Your Caching Mailbox with Your Online Mailbox on page 116 Section 8 3 Deleting Items in Your Caching Mailbox on page 116 Section 8 4 Connection Status on page 116 8 1 Setting Up Your Caching Mailbo...

Page 116: ...etrieve 8 3 Deleting Items in Your Caching Mailbox In Caching mode you can delete items retract items and empty the Trash the same way you would in Online mode 1 Click the item in your Mailbox 2 Click...

Page 117: ...ce to an outgoing e mail message Receive a document reference on an incoming e mail message Save a document associated with a document reference to disk Search for text in document titles using the Fi...

Page 118: ...118 GroupWise 7 Cross Platform Client User Guide novdocx en 6 April 2007...

Page 119: ...10 7 Calculating a Start or End Date on page 121 Section 10 8 Changing the Priority of Items You Send on page 121 Section 10 9 Setting Printing Options on page 122 Section 10 10 Changing the GroupWise...

Page 120: ...ey Use the Del key to delete items default Delete key Use the Delete IIht nokey to delete items 10 3 Confirming Deletion of Items Use Item Deletion Confirmation to have GroupWise prompt you for confir...

Page 121: ...n date and a specified number of days For example you might have a deadline 90 days after a certain action Date Difference lets you calculate the date the deadline will fall on 1 Click Tools Date Diff...

Page 122: ...ting font boxes to modify the font selections 4 Click Page Setup to format the printed page to your specifications 5 To set Message printing options click the Message tab then select the check boxes o...

Page 123: ...at the top of the original message or on the bottom of the original message and you must specify a separator The default separator is the greater than sign 4 Click OK 10 13 Toolbar Display Hide Option...

Page 124: ...page 125 Section 10 15 4 Using GroupWise Startup Options on a Macintosh on page 126 10 15 1 GroupWise Startup Options on Linux Table 10 1 Startup Options This Startup Option Does This u Displays a log...

Page 125: ...s 10 15 3 Using GroupWise Startup Options on Linux 1 Right click the GroupWise icon on the desktop then click Properties ui gtk Uses the GTK look and feel for the GroupWise client This only works on L...

Page 126: ...ver he or she opens GroupWise This option is useful when two or more users share a workstation but have separate GroupWise Mailboxes 4 Restart GroupWise 10 15 4 Using GroupWise Startup Options on a Ma...

Page 127: ...not found the information they need in the GroupWise client online help or User Guides The GroupWise 7 Client Frequently Asked Questions FAQ contains the following sections How Do I Find What I Need i...

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Page 129: ...9 Section A 2 May 31 2006 Support Pack 1 on page 129 Section A 3 November 30 2005 on page 130 A 1 February 27 2007 Support Pack 2 Table A 1 February 27 2007 Updates A 2 May 31 2006 Support Pack 1 Tabl...

Page 130: ...o change your display name in GroupWise for items you send Location Update GroupWise 7 Cross Platform Client User Guide on page 1 Transitioned to revised Novell documentation standards Along with a ne...

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Summary of Contents for GROUPWISE 7 - CROSS-PLATFORM

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Summary of Contents for GROUPWISE 7 - CROSS-PLATFORM

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