Information Technology
www.trentu.ca/it [email protected]
GroupWise Workshop Agenda – Winter 2013 Introduction
• Part I - Calendar
• Creating appointments & busy search • Checking status of sent appointments • Respond to Meeting Invitation
• Recurring appointments • Tasks and Reminders
• Calendar Sharing (via Proxy) • Multi-user View
• Part II - Email
• Creating/Maintaining address groups (distribution lists)
– Copy & paste from Excel
• Creating Folders to Organize Mail/Improve performance • Sharing Folders
• Archiving
GroupWise at Trent
• Enterprise email & collaboration system
for all faculty and staff
• Currently hosts 2000+ mailboxes &
calendars
• Support for desktop client and webAccess
via myTrent portal (
www.trentu.ca/mytrent
)
• WebAccess supports basic functionality
• Desktop Client provides full function
WebAccess
Desktop Client
• GroupWise version 8 is recommended
• To check your version:
– Click
Help > About Groupwise
Desktop Client
• To upgrade to version 8 see instructions in
the
“GroupWise”
section of:
–
http://www.trentu.ca/it/userguides.php
Click
Appointments
Two Types:
Posted Appointment – items for your calendar only
Appointment – used when scheduling meetings with others
Creating a new appointment:
• Click Calendar tab on navigation bar to open your calendar -or- click
Window > Calendar > Week (optional) from top menu bar
• Right-click in desired time slot and select New > Appointment
Busy Search
• Useful when booking meetings with several people to resolve scheduling conflicts
• Click Busy Search button when filling in the
Appointment form to access scheduling grid
• Use mouse pointer in grid to drag meeting to free time slot to resolve conflicts
Checking Status
• Status of sent calendar items (responses) is found
under the appointment’s Properties tab
• Double-Click the appointment to open, then click
Respond to Meeting Invitation
• Meeting invitations will appear in two places: as an appointment message in your mailbox and as an
italicized appointment in your calendar
• To respond: Open the email in your mailbox -or- open the italicized time slot in your calendar
• Click Accept button or Decline button to respond (use
Tasks
• A task is an item to be completed by a specified date
that displays on the Calendar. Remains outstanding until completed. Like a “To do” list.
Two Types:
• Posted Task – date sensitive items for yourself
• Task – date sensitive items assigned to others
• When you assign a task to another user, the user can
accept or decline the task, but until it is declined or
completed, the task appears in the user’s Calendar
Tasks cont’d
Creating a Posted Task:
• Click Calendar tab on navigation bar to open your calendar > select “Day” view -or- click Window > Calendar > Day
• Double-click in “Tasks” pane to open a new posted task
Creating a Task:
• Click Calendar tab on navigation bar to open your calendar > select “Day” view -or- click Window > Calendar > Day
• Right-click in “Tasks” pane select New > Task to open new task form • Assign user, complete details. Use “Send Options” tab for additional settings … like “High Priority” flag.
Reminder Notes
• Reminder notes are small messages scheduled for a
particular day and appear on the Calendar for that date. You can use reminder notes to show vacations, holidays, pay days other special events.
•
Two Types:
• Posted Reminder Note: reminder to self – appears in
your calendar
• Reminder Note: reminder sent to others - appears in their calendar
Reminder Notes cont’d
Creating a Posted Reminder Note:
• Click Calendar tab on navigation bar to open your calendar > select
“Day” view -or- click Window > Calendar > Day
• Double-click in “Notes” pane to open a new posted note
Creating a Reminder Note:
• Click Calendar tab on navigation bar to open your calendar > select
“Day” view -or- click Window > Calendar > Day
• Right-click in “Notes” pane select New > Reminder Note to open new note form
Recurring Items
• You can schedule recurring items for events that occur on certain future dates or a specific day each month etc. • Can be used for appointments, tasks, and reminder
notes.
• Click on calendar icon at the end of the date field
on form or click Actions > Auto-Date on menu bar of a
Sharing your Calendar
• Done by assigning Proxy access to another user(s) • To access Proxy manager:
Click Tools > Options > Security > Proxy Access
• Enter name or search addressbook
Accessing another calendar
• Can only access if the other person has granted you Proxy Access Rights to their calendar items
• Must switch to “Proxy Mode” or Multi-user
• To switch to proxy mode click Mode button
testthi and select Proxy
• Enter name or search addressbook
Multi-user View
• Allows multiple calendars to be displayed at once
• Must have at least proxy read rights to calendar items
• To access, Open calendar and click Multi-User button
Address Groups
• Address Groups are email distribution lists
Stored in an Address Book
• External (non-GroupWise) email addresses must be
added to an Address Book before they can be included
in a Group. Note: TrentU students are external to
GroupWise as well as Gmail, Hotmail, fleming.on.ca etc • Can have many Groups in an Address Book or just one
Address Groups cont’d
• Can be created separately in the Address Book:
Open Address Book from main window, select a Book, click New > Group
Address Groups cont’d
• Or can be created on-the-fly when composing a new message: Enter recipient addresses in BC: field
Click Address > Save Group > select target Address Book to save
• Can copy/paste list of addresses from Excel into BC: field
Folders
• Organize your mail into folders
• Keep primary Mailbox small (ie. < 100 messages) if
possible… access is faster
• To create a folder:
Right-click Cabinet > New Folder Select Personal
folder, click Next
Enter a Name, click Next
Sharing Folders
•
Very easy to do• To share:
Right-click on target folder > Sharing…
Select > Shared with
Enter target Name or look-up in address book to add to
Share list
Select user & assign Access Rights
Archiving
• Offloads older, less critical messages from primary Mailbox to secondary mailbox on H: drive
• Improved performance when searching • Access to archived folders is fast
• Can be done manually or automatic
• Need to setup Environment initially to define location of
archive directory
Archiving cont’d
• Manual method: Right-click item, select “Move to
Archive”
• Auto-Archiving is optional – need to set preferences • To setup auto-archiving:
Click Tools > Options > Environment > Cleanup
Please Shutdown your PC before
leaving the lab.
More Info Online…
GroupWise User Guide and How-To Videos:
•
http://www.trentu.ca/it/userguides.php