GroupWise WebAccess Basics
Composing Items. Sending a Mail Message. Sending a Phone Message. Scheduling an Appointment. Assigning a Task. Writing a Note. Sending or Receiving an Internet Location Managing Items You Receive. Opening an Item in Your Mailbox. Searching for an Item. Replying to an Item You Receive. Deleting an Item You Receive. Undeleting an Item. Marking an Item Unread (Read Later). Forwarding a Mail or Phone Message. Accepting an Appointment, Note, or Task Declining an Appointment, Note, or Task. Delegating an Appointment, Note, or Task Marking a Task Complete. Moving an Item to a Folder. Managing Items You Send. Checking the Status of an Item You Send Deleting or Retracting an Item You Send. Moving an Item to a Folder..
GroupWise WebAccess Advanced Features
Using Spell Checker. Using the Address Book. Searching for an Entry in the Address Book Addressing an Item. Managing a Personal Address Book. Accepting a Shared Address Book. Creating a Personal Group. Editing a Personal Group.
Working with Attachments. Using the WebAccess Calendar. Using the HTML Version of the Calendar. Using the Java Version of the Calendar. Working with Folders. Creating Folders. Deleting Folders. Moving an Item to Another Folder. Viewing Items in a Find Results Folder. Using the Checklist Folder. Working with Shared Folders. Undeleting Items in the Trash. Using Proxy to Manage Other Mailboxes. Proxying Another Users Mailbox. Granting Proxy Access to Your Mailbox. Granting Default Proxy Access to Your Mailbox. Using GroupWise Libraries. Modifying WebAccess Options. Changing Your GroupWise Password. Specifying Send Options. Setting the Default Number of Messages to Display. Changing Your Time Zone. Automatically Adding A Signature to Items You Send. Using Rules. Printing from WebAccess.
GroupWise Frequently Asked Questions Documentation Updates
October 31, 2005. September 19, 2005. October 20, 2004. October 31. July 16, 2003 (SP1).
. 67. 67. 68 , 2003 68. 68
GroupWise 6.5 WebAccess Client User Guide

About This Guide

This Novell GroupWise 6.5 WebAccess Client User Guide explains how to use the GroupWise WebAccess client. The guide is divided into the following sections: Understanding GroupWise WebAccess on page 9 GroupWise WebAccess Basics on page 15 GroupWise WebAccess Advanced Features on page 31 Documentation Updates on page 67

Additional Documentation

For additional GroupWise documentation, see the following guides at the Novell GroupWise 6.5 documentation Web site (http://www.novell.com/documentation/lg/gw65): Installation Guide Administration Guide Multi-System Administration Guide Interoperability Guide Troubleshooting Guides GroupWise Windows Client User Guide GroupWise Cross-Platform User Guide

Personal Folders

You can add additional folders to further organize your items. For example, you could add a folder to your Cabinet to store all messages you receive regarding a specific project you're working on.

Shared Folders

You can share personal folders with other users. Recipients of the shared folder receive a notification explaining that you have shared the folder with them. They can then accept the folder or decline the folder.

Find Results Folders

In the Windows version of GroupWise, you can save the results of an item or document search in a folder. You cannot do this in GroupWise WebAccess. However, GroupWise WebAccess lets you view any Find Results folders you've created in another version of GroupWise.
Understanding the Item List
The Item List displays the contents of the folder that is currently open. By default, the most recent 25 items in the folder are displayed. If the folder contains more than 25 messages, a Display Next button appears at the bottom of the list. You can use it to display the next 25 messages, or you can choose to select more or less than 25 messages. The icon next to each item indicates the item type, status, and priority. You click an item to open it. When you open an item, all actions you can perform on that item type are displayed at the top of the item view. For easy access, actions that you commonly perform on items are also displayed at the top of the Item List. You can select multiple items by clicking the boxes to the left of the items. Whenever you select items in the Item List and perform an action on them, WebAccess updates the Item List. However, to reduce the number of times you need to access the Web server, WebAccess does not automatically update the Item List when you open an item and perform an action on it. For example, if you select an item in the Item List and move it to another folder, the Item List will be updated after the move. However, if you open an item and move it to a folder, the Item List is not updated. To refresh the list, you can open the folder again or click Update at the top of the list. Sent items are bolded to show when they are queued but not delivered, status information has not been received about them being delivered, or they have not yet been transferred to the Internet. The following icons may be displayed in the Item List:

2 Click Address Book to add recipients in the To, CC, and BC boxes. If you want to create a
personal appointment that displays only in your Calendar, do not add additional names. or Type a recipient's address in the To, CC, or BC box. The address can be a GroupWise user ID, GroupWise full name, or external e-mail address. Separate each address with a comma. To schedule a resource, such as a conference room, that is available in the address book, add the resource to the To box.
3 Type a location for the meeting.
If you added a resource to the To box, the location may be filled in automatically.
4 Specify the month, day, year, and beginning time for the appointment. Skip to Step 5.
or Click Busy Search to find and insert an appointment time when all the recipients are available. When you use Busy Search, GroupWise lists times when the users whose schedules were checked are available for an appointment. The time blocks listed might be longer than the duration specified. For example, 8am through 1pm might be listed as an available time. If your meeting has a duration of two hours, you could select from a number of available times, including 8am-10am, 9am-11am, and 11am- 1pm. You can decide on an appointment time
from the available times listed or use the first available time, which GroupWise selects for you. To schedule the appointment for one of the times listed, click the time. Skip to Step 6.
5 To set the duration, type a number, then select Hours, Minutes, or Days.
You can use whole numbers or decimal numbers, such as 90 minutes or 1.5 hours.
6 Type a subject and message.
7 (Optional) Click Spell Check to spell check the message. For this feature to work, your
8 (Optional) Click Attach to attach files to the appointment. For this feature to work, your
browser must support attachments.
9 Click Send Options to select a security setting (classification), assign a priority (high,

10 Click Send.

Assigning a Task
to display a mail message, then
click Task to change the mail message to a task. or From the HTML Calendar, click Create Task. or From the Java Calendar, double-click the Task list.
2 Click Address Book to add recipients in the To, CC, and BC boxes. GroupWise WebAccess Basics 19
or Type a recipient's address in the To, CC, or BC box. The address can be a GroupWise user ID, GroupWise full name, or external e-mail address. Separate each address with a comma. To create a personal task that displays only in your Calendar, add your name only.

3 For the start date, specify the month, day, and year you want the task to first appear on the

recipient's Calendar.

4 Type a priority.
You can type a letter (such as A), a number (such as 1), or a letter-number combination with the letter first (such as A1).
5 For the due date, specify the month, day, and year when you want the task to be completed. 6 Type a subject and message.
8 (Optional) Click Attach to attach files to the message. For this feature to work, your browser

Writing a Note

display a mail message, then click
Note to change the mail message to a note. or From the HTML Calendar, click Create Note. or From the Java Calendar, double-click the Note list.
or Type a recipient's address in the To, CC, or BC box. The address can be a GroupWise user ID, GroupWise full name, or external e-mail address. Separate each address with a comma. To create a personal note that displays only in your Calendar, add your name only.
3 Specify the month, day, and year you want the note to appear on the recipient's Calendar. 4 Type a subject and message.
5 (Optional) Click Spell Check to spell check the message. For this feature to work, your
6 (Optional) Click Attach to attach files to the note. For this feature to work, your browser must

support attachments.

7 Click Send Options to select a security setting (classification), assign a priority (high,

8 Click Send.

Sending or Receiving an Internet Location
WebAccess allows you to send a Web site location, or URL, to another user. WebAccess interprets any URL in the Message box into a shortcut to the Web site. The recipient who opens your message in WebAccess can click the shortcut displayed in the Attachments box to open a second browser window that displays the Web site.
Managing Items You Receive
Reading and managing mail messages, appointments, tasks, or notes in WebAccess is as simple as clicking your mouse to open the item. This section contains the following topics: Opening an Item in Your Mailbox on page 22 Searching for an Item on page 22 Replying to an Item You Receive on page 23 Deleting an Item You Receive on page 23 Undeleting an Item on page 23 Marking an Item Unread (Read Later) on page 24 Forwarding a Mail or Phone Message on page 24 Accepting an Appointment, Note, or Task on page 24 Declining an Appointment, Note, or Task on page 25 Delegating an Appointment, Note, or Task on page 25 Marking a Task Complete on page 26 Moving an Item to a Folder on page 27

Undeleting an Item

You can undelete items you deleted (unless you have emptied the Trash). Items emptied from the Trash cannot be undeleted.
1 Click the Trash icon in the Folder List. 2 Select the items, then click Undelete at the top of the Item List.
or Click the item to open it, then click Undelete. The item is moved from your Trash to the folder from which it was originally deleted.
Marking an Item Unread (Read Later)
If you have opened and read an item, you can mark it as unread. This will change the items icon in the Item List back to that of an unopened item. You might want to mark an item as unread if that item requires further action or if you dont want that item to get lost among the other opened items in you Item List.
1 Click the Mailbox icon in the Folder List. 2 Locate the item in the Item List. 3 Select the item, then click Read Later at the top of the Item List.
or Click the item to open it, then click Read Later. Using Read Later does not change the status of the item in Properties. For example, if you have opened an item, then marked the item unread, the sender of the item still sees the item status as opened in Properties.
Forwarding a Mail or Phone Message
1 Click the Mailbox in the Folder List. 2 Click the mail or phone message to open it. 3 Click Forward to open a new message.
The original message is included as an attachment to the new message.
4 Click Address Book to add recipients in the To, CC, and BC boxes.

5 Type a message.

You can include web site locations or addresses (URLs) in the Message box.
Accepting an Appointment, Note, or Task
2 Click the appointment, task, or note to open it, then click Accept.
3 If you want, type a message in the Comments to Sender box. 4 Click Accept.
The appointment, task, or note is removed from the Item List in your Mailbox and appears in your Calendar only. The sender can tell you've accepted the item by checking its status information.
Declining an Appointment, Note, or Task
or If you have already accepted the appointment, task, or note, click the Calendar icon in the Folder List to open the Calendar, then go to the date of the appointment, task, or note.

Checking the Status of an Item You Send
1 Click the Sent Items icon in the Folder List. 2 Click the item in the Item List to open it. 3 Click Properties.
4 For more detailed status information, click Other Properties.
Deleting or Retracting an Item You Send
1 Click the Sent Items icon in the Folder List. 2 Click the item in the Item List to open it. 3 To delete the item from your Mailbox only, click Delete from This Mailbox.
or To retract the item from your Mailbox and from all recipients' Mailboxes, click Delete from All Mailboxes. A mail message or phone message is retracted only if the recipient has not yet opened it. An appointment, note, or task is retracted even if the recipient has already opened and accepted it.
28 GroupWise 6.5 WebAccess Client User Guide
1 To move an item you sent, click the Sent Items icon in the Folder List.
GroupWise WebAccess lets you use advanced features to help you read and send messages, use the WebAccess calendar, organize messages in folders, print messages, use Proxy to access other mailboxes, and more. The section contains the following topics: Using Spell Checker on page 31 Using the Address Book on page 32 Working with Attachments on page 40 Using the WebAccess Calendar on page 40 Working with Folders on page 44 Undeleting Items in the Trash on page 50 Using Proxy to Manage Other Mailboxes on page 50 Using GroupWise Libraries on page 54 Modifying WebAccess Options on page 55 Printing from WebAccess on page 63

Using Spell Checker

Spell Checker lets you check messages you create for misspelled words. The WebAccess Spell Checker is a Java Applet. That means that to use the Spell Checker, your browser must be enabled for Java.
1 From a message you are creating, click Spell Check.
2 When Spell Checker stops on a word and suggests replacements, click the word you want in
the Suggestions box, then click Replace. or Edit the word in the Replace With box, then click Replace. or If you don't want to change the word, click Skip. Sometimes Spell Checker offers no replacement words. If this happens, click Skip, or edit the text manually in the Replace With box. The WebAccess dictionary and word lists cannot be modified.

Searching for an Entry in the Address Book
1 From the GroupWise WebAccess main window, click the Address Book icon to open the
Address Book. By default, the Address Book opens to the GroupWise address books. If your GroupWise system administrator has enabled LDAP, you can click LDAP Address Book to search LDAP address books.
2 In the Address Books list, select the address book you want to search.
For GroupWise, you can choose from the GroupWise address book, the Frequent Contacts address book, or a personal address book. For LDAP, you can choose from any LDAP address books your GroupWise system administrator has defined.
3 Select the number of entries you want displayed at one time. The default displays 25 entries

at one time.

4 To list the first entries (25 by default) in the selected address book, leave the search conditions
boxes empty. or To search for a specific entry, use the search conditions boxes to define the Address Book fields and information you want to search.
GroupWise WebAccess supports the * (asterisk) and ? (question mark) wildcards. When searching a field, you can use * to represent multiple characters and ? to represent one character. In the Java Address Book, for example, if you define a "First Name begins with jo*" condition, the search will return all entries whose first names start with JO (John, Joel, Jose, and so forth). If you define a "Last Name contains s?n" condition, the search will return all entries whose last names contain S and N separated by one character (Sanders, Johannson, Larsen, and so forth).
The HTML Address Book and LDAP Address Book allow you to enter two search conditions. The Java Address Book, however, lets you enter more than two conditions. To do so, click the Advanced Search button.
5 Click Search Address Book (or Search) to display a list of entries that match your search
conditions. If you decide to send an item to a user you found, you can click To, CC, or BC to indicate the recipient type and then click Mail to open a new item.

Saving Attachments

You can save attachments in their native format.

Attached Documents

Users of the Windows version of GroupWise can attach library documents to a message. The attachment includes both a document snapshot and a document reference. The document snapshot is the actual document attached to the message; the document reference is a link to the document in the library. When you receive the message, you have the option of using the document reference to view, open, or save the actual library document, or using the document snapshot to view, open, or save the document attached to the message.
Using the WebAccess Calendar
The Calendar lets you view appointments, tasks, or notes you've received from others or created for yourself. You can view one day, one week, or one month at a time. You open the Calendar from the toolbar in the GroupWise WebAccess main window. When you open the Calendar, the HTML version is displayed. GroupWise WebAccess also provides a Java version of the Calendar. You can switch between versions after you've opened the Calendar, if your Web browser supports Java. The Calendar displays any appointments, tasks, and notes you've received whether you've accepted them or not. You can perform the same actions on an item in the Calendar that you can on an item in the Mailbox, such as accepting, declining, delegating, or moving the item. In addition, you can also decline, delegate, or move items you've accepted that no longer appear in
your Mailbox. While you have the Calendar open, you can also schedule appointments, assign tasks, and write notes to other users. If you don't want to open the Calendar, you can use the Calendar option in the Folder List to display your Calendar items in the Item List. This section contains the following topics: Using the HTML Version of the Calendar on page 41 Using the Java Version of the Calendar on page 43
Using the HTML Version of the Calendar
You open the Calendar from the toolbar in the GroupWise WebAccess main window. When you open the Calendar, the HTML version is displayed. This section contains the following topics: Using the Day View Calendar on page 41 Using the Week View Calendar on page 42 Using the Month View Calendar on page 42
Using the Day View Calendar 1 Click the View Calendar icon in the main window. 2 Click Day in the top-left corner of the Calendar view.
The Day View calendar displays the current date. To change dates within the current month, click the desired date in the monthly calendar. To move forward or backward one month, click the arrow buttons next to the month header in the monthly calendar. To return to the current days calendar, click Today.
You can also use the Month, Day, and Year drop-down lists to display a calendar for a different date. You can create an appointment, task, or note from within the calendar by using the appropriate option in the lower-left corner of the calendar view.

Using the Week View Calendar 1 Click the View Calendar icon in the main window. 2 Click Week in the top-left corner of the Calendar view.
The Week View calendar displays the current weeks calendar. To change the view to display another weeks calendar, click any date from the desired week in the monthly calendar. To move forward or backward one month, click the arrow buttons next to the month header in the monthly calendar. To view the current dates Day View calendar, click Today. You can also use the Month, Day, and Year drop-down lists to display a Week View calendar for another week. You can create an appointment, task, or note from within the calendar using the appropriate option in the lower-left corner of the calendar view.
Using the Month View Calendar 1 Click the View Calendar icon in the main window. 2 Click Month in the top left corner of the Calendar view.
The Month View calendar displays the current months calendar. To change the view to display another months calendar, click the month in the yearly calendar.
To move forward or backward one month, click the arrow buttons next to the year header in the yearly calendar. To view the current dates Day View calendar, click Today. You can also use the Month, Day, and Year drop-down lists to display a Day View calendar for another day. You can create an Appointment, Task, or Note from within the calendar using the appropriate option in the lower-left corner of the calendar view.
Using the Java Version of the Calendar
You open the Calendar from the toolbar in the GroupWise WebAccess main window. When you open the Calendar, the HTML version is displayed. GroupWise WebAccess also provides a Java version of the Calendar. You can switch between versions once you've opened the Calendar, if your Web browser supports Java. To switch to the Java calendar, click Java Calendar.
1 Click the View Calendar icon in the main window. 2 Click Java Calendar.
A two-day calendar is displayed.You can display or hide panes for Appointments, Tasks, and Notes by clicking the appropriate buttons. Double-click any item to open it. To display a calendar of a specific date, click Go To Date, select the date using the monthly calendar or by using the backward/forward month and year buttons, then click OK. You can move forward or backward one day at a time by clicking the arrow buttons next to Today in the toolbar. To return to todays calendar, click Today. To open a monthly calendar, click Launch Month Calendar.

6 Click Post to add the message to the shared folder.
Undeleting Items in the Trash
When you delete an item, the item is moved to the Trash. The item remains in the Trash until you purge the item from the Trash or purge all items by emptying the Trash. The Trash works like other folders in your Folder List, which means you can list the items in the Trash as well as open and view item contents. You can also undelete items in the Trash. Undeleted items return to the folders from which they were deleted. The Windows version of GroupWise includes an option for automatically emptying the Trash after a specified number of days. If this option has been set, either by you or by the GroupWise system administrator, items in the Trash will be automatically purged after the specified number of days. To undelete items in your Trash folder,
1 Click Trash in the Folder List. 2 Select the item, then click Undelete at the top of the Item List.
Using Proxy to Manage Other Mailboxes
Proxy lets a GroupWise user access another GroupWise user's Mailbox to perform various actions, such as reading, sending, accepting, and declining items, on behalf of the user. This means that you can manage another user's Mailbox (including the Calendar), or you can allow another user to manage your Mailbox.
IMPORTANT: You can proxy for a user in a different post office or domain, as long as that person is in the
same GroupWise system. You cannot proxy for a user in a different GroupWise system.
Before you can use Proxy to manage another user's Mailbox, that person must grant you proxy access to his or her Mailbox. The same is true if you want someone to act as your proxy; you must give that person proxy access to your Mailbox. Proxy access enables the proxy to open the other person's Mailbox, while logged in to his or her own Mailbox, without knowing the person's GroupWise user ID and Mailbox password. It also establishes the rights the proxy will have to the Mailbox. A proxy's rights determine the extent to which the proxy can manage the person's Mailbox. For example, the proxy might be given rights to read and write (send) all item types or be given rights to read Calendar items (appointments, tasks, and notes) only. In addition to providing specific users with proxy access to your Mailbox, you can establish a default level of proxy access. The default level of proxy access is given to all GroupWise users who you haven't explicitly given proxy access to. You establish the default level of proxy access by modifying the <All User Access> entry in your Proxy Access list. For example, if you want to enable all GroupWise users to view your Calendar, you can modify the <All User Access> entry to give Read rights to your appointments, tasks, and notes. By default, the <All User Access> does not allow any access to your Mailbox.

If you select to receive Notify or Notify and Mail, this will only apply when you are using the GroupWise client for Windows. Receiving notifications through Notify is not supported in GroupWise WebAccess.
4 Click Save, then click Close.
Setting the Default Number of Messages to Display
1 From the GroupWise WebAccess main window, click the Options icon. 2 Click Send Options. 3 Click General. 4 Select the default number of messages you want to display in your Item List. 5 Click Save, then click Close.

Changing Your Time Zone

To ensure that dates and times are correct in messages, appointments, and other time-relevant information, GroupWise WebAccess must know the time zone in which you are located. GroupWise WebAccess automatically adjusts the time for appointments sent between people in different time zones. For example, if you are located in New York and schedule a conference call with people in Los Angeles for 4:00 p.m. your time, the appointment received by the Los Angeles recipients will show the conference call at 1:00 p.m. their time. By default, GroupWise WebAccess uses the time zone established for your GroupWise post office. However, if you are using GroupWise WebAccess in a time zone other than your post office's time zone, you should change your time zone setting. For example, if your post office is
located in New York but you are working in Chicago, you would need to change your time zone setting from Eastern Time to Central Time. The GroupWise WebAccess time zone setting applies only to GroupWise WebAccess. If you have access to the Windows version of the GroupWise client, that client will use the time zone configured through the Windows operating system, not the time zone you set in GroupWise WebAccess.
1 From the GroupWise WebAccess main window, click the Options icon. 2 Click Time Zone.
3 Select the time zone you want your GroupWise WebAccess messages and appointments

based on.

4 Click Save.

Editing Rules

You can edit any rules you create in GroupWise WebAccess. If you've created rules using another version of the GroupWise client, you will be able to edit those rules provided they do not contain more capabilities than GroupWise WebAccess allows you to set. For example, the Windows version of the GroupWise client lets you create rules to apply to items you are sending. Because the Rules feature in GroupWise WebAccess does not include this capability, you would not be able to edit that rule.
Creating a Rule 1 From the GroupWise WebAccess main window, click the Options icon. 2 Click Rules.
3 Select the type of rule you want to create:
Delete: Moves an item to the Trash. You can apply the rule to all new items or only new items that meet the criteria you establish. Forward: Forwards an item to the recipients you specify. You can apply the rule to all new items or only new items that meet the criteria you establish. Move to Folder: Moves an item to the folder you specify. You can apply the rule to all new items or to only new items that meet the criteria you establish. Reply: Generates a reply to an item. The reply can go to the sender of the item only (Reply to Sender) or to all recipients of the item (Reply All). You can apply the rule to all new items or only new items that meet the criteria you establish. Vacation: Generates a reply to all new items you receive. The reply goes to the sender of the item only (Reply to Sender), not to all recipients of the item (Reply All).
4 Click Create to display the Create Rule form. 5 Type the name you want to use for the rule. Names can include any characters, including

spaces.

6 If desired, define an optional condition to limit the items that are affected by the rule. If you
do not define an optional condition, the rule will be applied to all new items you receive. You cannot define an optional condition for the Vacation rule. The Vacation rule is applied to all items.
7 Define the actions that you want performed when the rule is applied.
The actions vary depending on the type of rule you are creating. For example, when creating a rule to reply to items, you select whether you want to reply to the sender only or the sender and all recipients. When moving an item to a folder, you select the destination folder.
8 Click Save to save the rule to the Rules list. 9 By default, the rule is automatically activated. If you don't want the rule to be active at this
time, deselect the rule's Activate box, then click Save. or To keep the rule active, click Close. When you create a rule, GroupWise WebAccess stores it in your GroupWise Mailbox at your post office. Whether you log in to your Mailbox through GroupWise WebAccess or another version of the GroupWise client, you always have the same rules.