GroupWise 7 - GroupWise Folders

The GroupWise Main Window

The GroupWise main window appears when you open GroupWise (see image below). The left frame displays the folder list. Click on a folder to view the list of items contained in that folder. Note that the Mailbox folder is highlighted in the image below, and its item list (contents) appears in the right frame of the window. Click on the plus sign to view a folder's sub-folders. GroupWise automatically opens your Mailbox folder when you start the program. Unless you have set up a rule or activated Junk Mail Handling, all received items are delivered to your Mailbox.

The Folder List

The GroupWise folder list appears in the left frame of the GroupWise main window. The folder list contains all the default folders that come with GroupWise, plus folders you have created in your GroupWise account. Folders hold different types of email items: messages, appointments, contacts, tasks, etc. The following are the GroupWise default folders:

  • Mailbox - receives all incoming e-mail items.
  • Sent Items - displays all items sent from your account.
  • Contacts - provides easy access to the personal address book you choose.
  • Calendar - opens your GroupWise calendar, where you can review your daily schedule and receive tasks and appointments.
  • Checklist - lists all checklist items from throughout your account. You can prioritize your to-do list and mark items complete here.
  • Task List - collects and displays all tasks assigned to you, regardless of where else they appear in your account.
  • Work In Progress - stores items you have not finished composing.
  • Cabinet - stores personal folders for organized storage of mail.
  • Junk Mail - holds all items from senders on your Junk List; created when you enable Junk Mail Handling.
  • Trash - holds items you delete from other folders.

The Display drop-down menu (directly above the folder list) allows you to view all of a particular kind of item in a folder. The default setting for each folder is <{foldername} Custom Settings> - i.e., <Mailbox Custom Settings>.

You can, however, change the setting from the Custom Settings to a different one. For example, if you choose Trash Items from the display menu, GroupWise will display all items you have sent to the trash from your Mailbox. To see all the tasks and appointments you have sent, click the Calendar folder and choose Sent Items from the display drop-down list.

NOTE: Generally, you should not change the default Custom Settings for a folder. If the window on the right side of the screen is not displaying the items you think you should be seeing, check the Display drop-down menu. If the default Custom Settings is not displayed in the Display drop-down menu, maybe that is causing the problem. Change to the Custom Settings option and see if that corrects the problem. 

Hiding and Viewing the Folder List

The folder list can be hidden for a better view of the items in your item list. Hide or restore the folder list by choosing View | Folder List from the GroupWise main menu bar. You can also hide the folder list by clicking the X in the upper right corner of the left window.

If you choose to hide your folder list, you can still view it and select a different folder to display by opening it from the drop-down box as seen in the yellow area on the graphic below. That drop-down list is displayed only when you have hidden the Folders list.

The drop-down box displays the name of the currently open folder. In the example above, it’s showing the Mailbox folder. If you click the box, the entire folder list is displayed so that you can choose another folder to view. The folder list disappears again when the new folder contents are displayed. 

Sorting a Folder

Messages in your folders are automatically sorted by the date they were sent or received in an ascending fashion (older messages at the top). If you want to sort your messages in descending fashion (newer items at top) or by another category, follow these directions:

  1. Click the folder you want to sort.
  2. In the message window, click the category (column) header by which you want to sort (e.g., From, To, Subject). GroupWise sorts by that category in an ascending fashion (from A-Z, from 1-9).
  3. Click the category (column) header again to sort in a descending fashion (from Z-A, from 9-1).
  4. Click Date to restore the default sort.

Creating a New Folder

Creating new folders keeps your Mailbox folder from becoming crowded and helps organize the items you receive. You can organize items by topic or project, by sender, or even by date. All new folders should be created in the Cabinet folder.

  1. Right-click the Cabinet folder and choose New Folder.
  2. Click Personal Folder | Next.
  3. Type the name of the new folder.
  4. Click Next | Finish.
  5. The new folder appears as a sub-folder of the Cabinet folder.
  6. Move mail into the folder by dragging it from the message window with the mouse, or by creating a rule.

Adding/Removing Columns in a Folder Display

The "column header" determines which columns are displayed in a folder. The default columns for the Mailbox folder are From, Subject and Date, as displayed in the blue outline in the graphic below. But you can add or remove column headers to display the particular information you want to see.

The easiest way to remove a column header is to click and drag it away from the header row.

The graphic below shows the "To" header column being removed. You can see the cursor has turned into a small trash can icon as the header column is dragged away (either up or down, but up in this case) from the header row.

NOTE: If suddenly you notice that one or more columns are missing from a folder, you probably inadvertently clicked and dragged it away from its home, and "lost" it. Follow the procedure below to add them again.

You can add many different columns.

1. As shown in the graphic below, right-click the header column in the approximate location where you want the new column to be displayed. Don't worry if the column ends up in the wrong column. You can easily change the location later.

2. If the columns you want to add is on the list that is displayed, select it with a left-click and it will be added to the
the columns that are already there.

3. If the column you want to add is not on the list that is displayed, select the "More columns" option to display the Select Columns window as seen in the next graphic.

4. The existing columns are listed in the "Selected Columns" field on the right. Choose as many items from
the "Available Columns" field on the left and >> Add >> them to the "Selected Columns" field.

5. Use the "Down" and "Up" buttons to rearrange the columns, or you can rearrange them later.
Use the <<, < Smaller, Larger > and >> buttons to adjust the widths of the columns, or adjust them later.

6. Click the OK button when you have added and adjusted the columns.

After you have added new columns, or at any time, you can rearrange the order of the columns by dragging them horizontally along the header row. The graphic below shows the cursor having changed into a "hand" as it drags a column to its new position.

Be sure to drag the column horizontally. If you drag it up or down too far, the cursor will turn into the waste basket icon. If you let it go when it is in that form, you will lose it (as explained above) and will have to restore it again.

There are two more things you may want to know how to do: change the width of a column, and change the sorting order of a column. The following graphic shows how to change the width of a column.

  1. Move the cursor into the header row. It keeps its regular form of an arrow for most of the time while it's in the header row.
  2. When you move it near the junction of two columns, however, it turns into a double-headed arrow pointing both left and right.
  3. When you see this form of the cursor, you can drag and drop the border between two columns to change the width of the column to the left of the cursor.
  4. In the case above, Beta Tester is most likely going to move to the right in order to widen the Subject column in order to read the email subjects more easily.

The last two graphics of this section demonstrate how to change the sort order of a column.

  1. You can sort a folder using any column. Most of the time, you sort on the Date column, as shown above, by finding the arrow (triangle) to the right of the word 'Date' in the Date header.
  2. The arrow is pointing "up" in the graphic above, meaning the column is sorted in Ascending order - i.e., the oldest email is at the top.
  3. The quickest way to change the sort order is simply to click the sorting column header and watch the arrow (triangle) point in the opposite direction.
  4. The arrow in the Date column below is pointing "down", and notice that Descending order lists the newest email at the top.

  5. In order to choose another column as the sorting column, just click the header row in that column to transfer the arrow into that column. See the following folder sorted by the From column sorted in Ascending order, showing the Senders in alphabetical order.

GroupWise Item Types

The mail items you receive appear in the right frame of the GroupWise main window. GroupWise organizes mail items into five distinct types, each with its own icon. Each item type implies a specific sort of correspondence and provides a different kind of information for the recipient. All item types include space for a message and can carry file or message attachments.

  • Mail Message - delivers a basic text message, such as a memorandum or letter.
  • Appointment - invites recipient(s) to a meeting; includes meeting date, time, and location. You can post appointments to schedule personal events on your calendar.
  • Task - places a to-do item, complete with due date, on the recipient's calendar. Uncompleted tasks are carried forward to the next day.
  • Reminder Note - appears on the recipient's calendar to remind him or her of a deadline, holiday, day off, or other event. Post notes to yourself to help you remember special events.
  • Phone Message - informs the recipient of a phone call or visitor; includes caller's phone number, company, and the call's urgency.

You can change the item type of any item you receive or send by following these directions. 

Item Icons

Each type of GroupWise item is represented by a particular icon in the item list. For example, a closed envelope icon () denotes a new Mail Message that has not yet been read or which has been set to Read Later. Open the Mail Message and the icon changes (). An item's icon also changes as you act on that item. Once you have replied to a Mail Message, for example, the envelope icon is joined by an arrow (). For a full listing of all the item icons, see GW Icons.

The Main Button Bar

You can find the GroupWise main button bar above the folder and item lists. From this bar, you can search your GroupWise account for specific messages, access your address book, view and print your calendar, and quickly view your mail. Below is a list of commonly used button bar features:

 Address Book opens your GW system and personal address books.

 Properties displays the setting information for the currently highlighted folder or item.

 Print Calendar prints your GroupWise calendar. Choose to print your calendar for the day, week, or month.

 Find in Groupwise searches your GroupWise account for messages that match your chosen search text.

 Quickviewer opens a frame at the bottom of the GroupWise window that automatically displays the currently highlighted item.

 Open Calendar opens your calendar in a new window. Click the arrow to choose a calendar display option (e.g., day, week, month).

Sending Items

Send a new item by clicking one of the send item buttons on the GroupWise main button bar.

 Create New Mail allows you to send a new Mail Message. Click the arrow to select an alternate message - a Posted Message to yourself.

 Schedule New Appointment allows you to send a new Appointment. Click the arrow select an alternate appointment - a Personal Appointment to your calendar.

 Create New Task allows you to send a new Task. Click the arrow to select an alternate task - a Personal Task to your calendar.

This is an example of a Mail To: window.

And here are examples of an Appointment To: window and a Task To: window 

Context Sensitive Button Bar

The GroupWise 7 button bar allows you to manage items directly from your item list, without even opening the items you want to reply to, forward, accept, decline, or delete. Instead of double-clicking an item to open it, simply single-click the item you want to manage and the button bar displays a set of options appropriate for that item type. For example, when you highlight a Mail Message, the available options are Delete, Reply, and Forward:

When you highlight an Appointment or a Task, the available options are Reply, Accept, Decline, Delegate, and Mark Completed (Tasks only):

The Groupwise Password

Some features of Groupwise require a GW password for security purposes. One of those features is GW WebAccess, which allows you to access your GW account from any up-to-date internet browser, such as Internet Explorer or Mozilla Firefox. This section shows you how to give yourself a GW password, or how to change your existing GW password.

Since you cannot log in to your GW WebAccess account without a password, follow the steps below to set your GW password using your GW account at work. Once the password is set, you can change it using either the client at work or the WebAccess client.

After you create your password, you most likely will not have to enter that password while using GW at work, but you will need to enter the password to log in to the WebAccess system.

  1. With GW running, click the Tools menu.
  2. Choose the Options item at the bottom of the menu.
  3. Double-click the Security option.

    Note: If the "Old Password" field is active, that means that you already have a GW password. You must enter the existing password in order to continue. This is to prevent someone who does not know your password from sitting down at your computer and changing it without your knowledge.

    If you do not know your GW password, that may be because your GW client does not prompt you for it if you are logged into the network correctly at work, therefore you forgot it because you do not have to enter it every day.

    If this is the case, and you want to change your GW password, you may need to ask the GW administrator to clear your GW password so that you can set a new one.
  4. Enter the word you want to use as your GW password into the New Password field.

    Note: A GW password can contain any character that can be typed in and displayed on your computer screen. We suggest that your GW password have at least six characters, including at least one digit.

    We suggest that you NOT use the name of any family member or pet. If someone can guess your password, that person can get into your account and do anything they want, such as delete messages or send messages under your name.
  5. In the Confirm New Password field, enter your GW password again. This is to make sure you typed it the way you want it in the first field.
  6. Click the OK button.