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Frequently Asked Questions for GroupWise Windows Client Version 7

We would like you to get the most you can when using GroupWise. Below are some useful guides and FAQs to help you achieve this. If you have any questions or suggestions for improving this page please let us know by using our short feedback form.

General Questions

What is the difference between Webmail and GroupWise Client?

Webmail is accessed through an internet browser such as Internet Explorer or Firefox but its functions are limited. GroupWise Client however can be utilised to perform a variety of functions which are not available when using Webmail, such as being alerted on receipt of an e-mail, creating a GroupWise contact group, and inserting pictures. GroupWise Client can also be downloaded by staff and students for off campus use at home from the E-mail Service pages.

How can I increase the default font size when reading received email?

  1. Open the message you wish to read.
  2. Right click anywhere in the message body.
  3. From the menu choose font.
  4. Choose font and then a size.
  5. This setting is not saved, the next time you open the message the font size will have returned to default size.

To permanently increase the font size of messages access to the Display properties is needed.

  1. Open Display Properties.
  2. Select the 'Appearance' Tab.
  3. Click the 'Advanced' tab.
  4. Select the Item: 'Message Box'.
  5. You can now change the Font to any font/size/colour you wish.

(Note: this does change the size of the header, but doesn't always do this first time.)

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I am known by a name that is different from my first name, how do I change my address book
listing to show the name I am known by?

  1. Send the following details to Human Resources:
    • Staff ID
    • Full name
    • Department
    • Preferred first name
  2. This process can take up to two weeks to complete, after this time the change is automatic
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How do I view HTML in GroupWise e-mails?

  1. Open the message you wish to read
  2. Click on the View menu
  3. Choose HTML from the menu - the message will be displayed in HTML
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How do I stop a border printing round my attachment?

  1. Open the attachment, rather than view it
  2. You can then print the attachment from its native application without the GroupWise border
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How do I stop  notification that I have opened a message being sent?

It is not possible to switch off this option.

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How can I view Full headers?

This is only available for messages which arrive via the Internet. Messages sent and delivered within the GroupWise system do not use headers so you should just examine the properties of the message.

  1. Open the message whose prperties you wish to view
  2. Click on the pair of spectacles on the message tool bar (If you hold the mouse over them it should say "view")
  3. click on the icon that shows "Mime.822"
  4. The internet header will be displayed, copy the content to a text file or new message to send to ICS-Servicedesk

Note:
Mime means Multipurpose Internet Mail Extensions and refers to an official Internet standard that specifies how messages must be formatted so that they can be exchanged between different email systems.
822 refers to RFC 822 which defines how email messages are transferred between systems including specifying the format of the headers.

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How can I be notified when New Mail arrives?

  1. From the start menu choose Novell GroupWise then GroupWise Notify.
  2. To display Notify click on the icon in the system tray(the system tray is located in the bottom right hand of the screen where the time is displayed).
  3. To change the settings, right click on the Notify icon in the system tray.

How do I add chevrons (>) to text in replies?

From the Tools menu click on Options

  1. Double click on Environment to open a new display box
  2. Click on the Reply Format tab
  3. Below Plain text reply format
  4. Choose the radio button next to Internet Standard and check the separator box contains >

Can I be alerted when an email or appointment comes in?

  1. Open GroupWise on your computer.
  2. Click on 'Tools' > 'Options'.
  3. Click on 'Environment'.
  4. On the 'General' tab tick the box 'Launch Notify at Startup'.
  5. Restart GroupWise and Notify will now launch when you startup.

How do I insert pictures into GroupWise messages?

  1. Create a new mail message
  2. From the 'View' menu choose 'HTML'.
  3. From the 'Edit' menu highlight 'Format' and choose 'Insert Picture'.
  4. Choose the picture you wish to insert and click 'OK'.

What are .GWI files and how are they opened?

These are links (shortcuts) to objects in the GroupWise database. If the original object is removed or becomes otherwise absent, the shortcut no longer works. Clicking on a .gwi should start GroupWise. If you open an attached document with an application it is saved to 'documents and settings/username/local settings/temp/gwviewer'. This directory is cleared when you log out. You should 'Save as' to a suitable directory.

Email save document

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Address Books

Where are my GroupWise Address Books?

From the Tools menu choose Address Books. GroupWise provides you with several address books:

  • Novell GroupWise Address Book
  • Novell LDAP Address Book
  • Frequent Contacts
  • Mailbox Name e.g. John Smith

Novell GroupWise Address Book

The Novell GroupWise Address Book contains the names and email addresses of all the staff, students and resources who have GroupWise mailboxes.

To send a message to anyone within the GroupWise system just begin to type the name of the recipient. When Groupwise finds an address for the name it will automatically complete the address for you.

  • eg Type John S - GroupWise will complete this with John Smith

When GroupWise finds a duplicate name it will display a window with several addresses and allow you to choose the correct address.

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How do I configure the LDAP address book?

  1. Open the GroupWise address books.
  2. Highlight the Novell LDAP Address book.
  3. Click on Directories.
  4. Click on Add to add an LDAP directory name.
  5. Enter an account name e.g. My LDAP Directory.
  6. Enter the server address dundee-ldap.dundee.ac.uk.
  7. Leave the default port as 389.
  8. Check 'Server requires login' option then enter the following:
    • Username: "cn=ldapuser, ou=system, o=dundee"
    • Password: ldap
  9. Click on finish.
  10. You can now use this LDAP address book to search for addresses.

Frequent Contacts Address Book

When you send an email to someone their address is automatically added to your Frequent Contacts list. To view your contact list choose Address book from the Tools menu and highlight Frequent contacts.

If you mistype an email address GroupWise will still enter the address in your Frequent Contacts list. When you next try to send an email to this address, the incorrect address will auto-complete. If you do find this occurring, open your frequent contacts list and delete the incorrect address.

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Mailbox Name eg John Smith

To add contacts to your named address books:

  1. Highlight your named address book.
  2. Click on the New icon on the toolbar.
  3. Choose the Entry type Contact.
  4. Enter the details of the contact.

How do I share my address books?

  1. Right click on the address book you wish to share.
  2. Choose Sharing from the menu.
  3. Choose the radio button next to Shared with.
  4. Select a name from the address book by clicking on the icon next to the name field.
  5. Click on Add User.
  6. Highlight the user.
  7. Choose whether to give them Read only or All access.
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Departmental Address books

These can be created and shared with all the users within one department. These can include Groups that allow all the users with whom the address book is shared to email the groups, for example Postgrads can be a group that contains all the postgraduate students within a department and would all staff to email all the members of the group using one address.

How do I search address books using last name?

  1. Open the GroupWise address book.
  2. From the View choose Name format.
  3. Select the radio button next to Show last name then first name.

How do I create a GroupWise Contact Group?

You can add Groups to your named address books. This gives the advantage that you can type the Contact Group name and the message will be sent to all the recipients within the group. To create a Group:

  1. Highlight your named address book.
  2. Click on the New icon on the toolbar.
  3. Choose the Entry Type Contact.
  4. Enter the details of the contact.
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How do I share a Contact Group?

You can't share a Contact Group directly, however you can create an address book that can be shared, and place the Contact Group within this address book. To share an Address Book:

  1. Open Address Books.
  2. Highlight the address book you wish to share and right click.
  3. Choose Sharing from the menu displayed.
  4. Click on the radio button next to Shared with.
  5. From the Novell GroupWise Address book select the user you wish to share the address book with.
  6. Click on Add user.
  7. Highlight the user and choose the radio button next to either Read only or All.
  8. Click on OK.
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How do I stop email addresses being added to my Frequent Contacts?

  1. Open the GroupWise Addressbook.
  2. Right click on Frequent Contacts address book.
  3. Select properties.
  4. Select the appropriate option.

How do I export address books out of GroupWise?

  1. Open the GroupWise Address Book.
  2. Right click on the address book you wish to export.
  3. Select Export Book.
  4. Give the file a name and save it as a .NAB (Novell Address Book).
    (You can then give that file to someone else and they can import that into their address book).
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How do I restore deleted address books?

Unfortunately you cannot restore the address book that you have deleted, but you can at least prevent this from happening in the future.

Next time when you try to delete an address book be careful at the confirmation window. The window gives you all the personal address books and you MUST select the book that you want to delete BEFORE you hit the confirmation button.

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I have a distribution group in my GroupWise address book and when I send message to this list it appears in my 'Frequent Contacts' address book. When I make changes to the members of the group in my address book, the entry in 'Frequent Contacts' is not updated with the new membership. Should this happen?

This is working as designed. When you send a message to a Frequent contact GroupWise auto-completes who you are sending the email to and uses the address in the 'Frequent Contacts' address book before it would use the address from another address book. GroupWise is working efficiently by using the first matching address it finds. The changes to the distribution list have been saved to another address book, one which is not searched because GroupWise uses the first matching address that it finds, which is in 'Frequent Contacts'.

There are three possible solutions to this problem:

  1. Remove the entry from 'Frequent Contacts' address book every time you make a change to the distribution list. The edited list will be added to 'Frequent Contacts' when you next send a message to it.
  2. Move Frequent Contacts down the search order in your address book and place your personal address book higher in the search order. To do this click on your 'Address Book' button on your GroupWise tool bar, > 'File' > 'Name Completion Search Order'. Then move your address books to the order you wish to prioritise your search.
  3. Edit the copy of the list in 'Frequent Contacts' and take it out of your address book.
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Archiving

How do I archive mail?

  1. Open GroupWise and click on Tools > Options > Environment.
  2. Click on the File Location tab.
  3. In the Archive Directory field browse to the location where you wish to store your archive. You may need to create a new directory.
  4. Highlight a folder that you wish to move to Archive.
  5. Click on Actions > Move to Archive.
  6. To read mail that has been Archived, click on online and choose Archive.

How do I backup and restore a Groupwise archive to CD?

The standard GroupWise archive directory is: C:\Novell\GroupWise\Archive
You can burn this directory to a cd in order to backup your GroupWise archive, but the tricky part is restoring and reading it. To do so:

  1. Create a directory called c:\archivebackup.
  2. Copy the archmail directory from the cd to this directory e.g. c:\archivebackup\archive.
  3. Right click on the archive directory and choose Properties.
  4. Uncheck Read Only and a second box will be displayed confirming your choice.
  5. Be sure to check apply changes to this folder, subfolders and files.
  6. Go into GroupWise and choose Tools > Options > File Location > Environment.
  7. Change the archive directory path to c:\archivebackup\archmail.
  8. Click on ok.
  9. Go back into your mailbox and choose File > Open Archive. You should now be able to read your backup archive directory.

How do I automate trash emptying?

  1. Open GroupWise and click on Tools > Options > Environment.
  2. Click on the Cleanup tag.
  3. Click on Automatic after and enter the number of days after which trash should be deleted.

Attachments

How do I view attachments?

  1. Right click on the attachment.
  2. Choose view.

How do I open an Attachment with the correct application?

  1. Right click on the attachment.
  2. Choose Open With
  3. Select the correct application from the list (for example, Word, Excel, MindGenius), and click on OK

How do I remove Attachments?

There is a page about Third Party Tools which includes guidance about removing attachments. The tool creates a text copy and deletes the original so that the GroupWise tracking marks the message as deleted.

How do I save Attachments?

  1. Right click on the attachment.
  2. Choose Save As.
  3. Choose the location where you wish to save the file to.
  4. Click on Save.

How do I save Attachments?

  1. Right click on the attachment.
  2. Choose Save As.
  3. Choose the location where you wish to save the file to.
  4. Click on Save.

Calendars

Can I attach documents to appointments?

  1. Right click in the attachment area of a new appointment
  2. Choose Attach file

Distribution Lists

How do I create a Distribution list?

  1. Use our ICS Service Desk online form to request a distribution list. 

I am Administrator of a Distribution List, how do I add new members?

  1. Open the GroupWise client
  2. Open the Address book
  3. Find the distribution list in the Novell GroupWise Address book using Look for
  4. Highlight the Distribution list and right click, choose Details
  5. Click on Add a new dialogue box will be displayed
  6. Find the name of the person you want to add to the list
  7. Click on ok

I am Administrator of a Distribution List, how do I remove members?

  1. Open the GroupWise client
  2. Open the Address book
  3. Find the distribution list in the Novell GroupWise Address book using Look for
  4. Highlight the Distribution list and right click, choose Details
  5. Highlight the name of the user you want to remove
  6. Click on Remove
  7. Click on ok

How do I use the SITs module code distribution lists?

To use the automatically managed SITS module code as a distribution list type the name of the module code (eg.BM40002) in the CC or BC field. Alternativley search the GroupWise Global Address book for the code address. If you are unable to find the module code, please log a call with ICS Service Desk and we will set it up.

Please note - creating a distribution list from the NDS has now been discontinued due to a lack of requests.

Filing and Message Management

Personalising message subject lines

It is helpful to personalise the subject line of an email.

  1. Right click a given email
  2. Click properties
  3. Copy the subject by highlighting it with the mouse and copy to clipboard with control C etc.
  4. Click on the Personalize tab.
  5. Within the 'My Subject' line paste the subject from the clipboard with control V.
  6. Then add a space or two and then type, perhaps in a bracket, whatever comments, actions you want at the end of this.
  7. Then save this by closing the mail's window.

How do I save sent mail to a different folder from Sent Items?

  1. From the Tools menu choose Rules
  2. Click on New
  3. Enter a name for the rule
  4. Select New item and check Sent
  5. Click on Define Conditions
  6. From the drop down list choose Created
  7. Enter the other conditions to be fulfilled, for example you can file messages by date or if to a specified address
  8. From the Add Action drop down list choose Move to Folder
  9. Choose the folder to which you wish to copy the sent item
  10. Click on Save

How can I file Sent Items?

If your mailbox is very large you may find that it is slow when performing basic functions such as checking your emails. Most people sort out their MailBox into catergories by setting up folders to file away received emails so that they can be found, and searched through, more easily.

One folder rarely set up effectively is the 'Sent Items' folder which fills up very quickly with many messages you have sent. Just like your received mail we recommend that you set up folders in your GroupWise sent items so that you can effectively retain tracking information and to generally speed up opening your sent items.

Screenshot of a well setup sent items folder in a mailbox

How much disc space is allocated to my mailbox?

Staff and postgraduate students are allocated 300 MB of space.
Undergraduate students are allocated 20 MB of space.

Mailbox size and quota

How do I know I have reached my mailbox quota limit?

When you reach 80% of your available quota a warning message will appear on your screen. When you reach 100% of your quota limit you will be unable to send messages, create appointments and tasks. The Mailbox Storage Size Information window is displayed and you will be prompted to delete messages. Note - mail will still be delivered to your mailbox, none will be lost.

How can I find out how big my messages are?

  1. In GroupWise Windows client, right click on the folder column headers and choose "More folders".

    GroupWise 7 FAQs

  2. Select "Size" from the available columns on the left and choose "Add".

     GroupWise 7 FAQs

  3. Click on "Ok".

You can then sort folder contents by size and easily find the largest messages. These can be removed using GWStrip, a third party tool that makes a copy of email text and DELETES THE ORIGINAL email with its attachment.

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How can I reduce my mailbox quota usage?

  • Archive mail that you may require in the future.
  • Saving emails and files out of GroupWise prior to deleting them.
  • Organise mail into folders that can be easily archived when a research topic or project is complete.
  • Do not keep messages with attachments if you also have the file stored elsewhere.
  • Move mail that you wish to keep to a personal folder and delete other unwanted mail.
  • Keep the amount of mail in your inbox to a manageable amount.
  • Delete messages after reading, acting or responding.
  • Review saved messages regularly and delete those no longer required.
  • Delete Sent Items that you no longer need.
  • Don't forget to clear out Drafts.
  • Use a temporary folder for mail that you only need to keep for a short period of time.
  • Don't forget to check and deleted unwanted mail in folders to which mail is filtered using rules
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How do I find how much of my mailbox quota I'm using?

  1. From the Tools menu choose Check mailbox size
  2. A window displays mailbox storage information including current mailbox size and maximum storage limit
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In caching mode my quota is lower than my reported online quota, should I have more space?

When you look at the Mailbox Storage Size Information window in caching mode, the reported size of you mailbox is that which it is taking up on your laptop. This will differ from that on the server due to Windows using a different type of compression for storage. The amount of available space reported will also differ - this will be the amount of space available on your laptop.

How do I make a request to order more space?

If you have followed all the advice given above, but still find you quickly run out of disc space, you can request more by completing our online form.

Mass Mailings

How do I send a mass mailing to students and staff within the University?

The following points must be taken into consideration when sending mass mailings:

  • For regular mass mailings it is recommended that you use a GroupWise resource. To request a resource please see the page Request a Generic Mailbox
  • In order to comply with Data Protection regulations place the list of recipients in the BCC field.
  • The messages should be sent outwith the hours 9 am to 5 pm, Monday to Friday
  • Send only relevant messages to staff and student groups. Targetted lists of groups are available by contacting ICS Service Desk using the Service Desk's enquiry form or by telephone on extention 88000
  • Consider using Hermes for smaller messages

Proxy and Shared Access

How do I proxy to another mailbox?

  1. From the "File" menu choose "Proxy" a new window is displayed with the user`s name in the upper box.
  2. Remove the displayed name and type in the generic e-mail address, click on "OK".
  3. The generic e-mail address will be shown in the lower box.
  4. Highlight the name and click on "OK".
  5. The window now displays the mailbox of the generic e-mail account.
  6. Note that the very top blue line of the Groupwise window now shows the generic account name.
  7. The next time you wish to proxy to the account, click on the arrow next to your name on the top left of the screen.
  8. Choose the name of the resource from the drop down list - you can now access this mailbox like any other.

How do I allow someone proxy access to my mailbox or a resource?

  1. From the "Tools" menu choose "Options" then "Security".
  2. Click on the tab.
  3. Type or search for the name of the person allowed proxy access to your mailbox.
  4. Click on "Add" user.
  5. Highlight the name of the user in the "Access List".
  6. Check the boxes that apply to the right you wish to allow them.
  7. Click on "OK".

What happens if I delete a shared folder?

If you are the owner...

If you are the owner ie the one who created it, when you delete a Shared Folder you are presented with the option to delete just the items in that folder or to delete the folder and its contents. The items will go to the trash so the owner can recover them. However, when they are undeleted from the trash they end up at the root of the Cabinet folder and are no longer shared.

All the members you were sharing that folder with will get a message announcing the fact that you deleted it and they will not be able rescue the contents.

If you don't own the folder...

If you are not the owner you can delete it from your own cabinet without deleting the entire folder and its contents.

Note
  • Once you delete a folder, it's gone forever. If you want it back, you will need to recreate it.
  • If you are the owner, any cleanup options you might have established for your own mailbox will also affect the contents of your shared folders. So if you're extremely tidy and you've set things up to automatically delete everything after, say, 30 days, your shared folder would show up empty for you, and all the people you share it with, on day 31. For this reason, you may want to turn off any automatic deletion cleanup options before you create a Shared Folder.

Rules

How do I create an 'Out of Office' rule?

  1. From the Tools menu choose Rules.
  2. Click on New.
  3. Enter a name for the rule.
  4. The event will be triggered by a new item, choose New Item from the drop down menu.
  5. Check the box next to items that are received.
  6. Click on Define Conditions.
  7. From the drop down menu choose Delivered.
  8. From the next drop down list choose a qualifier (e.g. On, Before date, After date).
  9. Choose a date from the calendar.
  10. If you wish the rule to run until you disable it, choose End, otherwise choose And
  11. Complete details to determine the date after which the rule should stop.
  12. Click on ok.
  13. From the drop down menu Add Action choose Reply.
  14. In the Message field enter a message.
  15. Click on ok.
  16. Click on Save

To ensure that your out-of-office replies are not delivered to spammers: -

  1. Carry out steps 1 to 9 described above to create an out-of-office rule.
  2. Click on the drop down menu where End is shown and choose And, another line will appear in the window.
  3. Choose Subject from the drop down menu.
  4. Choose does not contain.
  5. Enter [spam ?] in the next field.
  6. Leave the default End, click on ok.
  7. Pick up again at step 13 above.

How do I create a rule to deal with junk mail?

  1. Tools menu > Junk Mail Handling
  2. Ensure the box next to Enable Junk List is checked
  3. Click on the Junk List tab
  4. Click on New
  5. Enter the address of mail you with to filter
  6. Click on OK

The mail will be filtered to your Junk Mail folder where it will be automatically deleted after 14 days

I will be leaving to join another organisation, how can I automatically forward all my email to my new address?

  1. From the Tools menu choose Rules.
  2. Click on New.
  3. Enter a name for the rule.
  4. The event will be triggered by a new item, choose New Item from the drop down menu.
  5. Check the box next to items that are received.
  6. Click on Define Conditions.
  7. From the drop down menu choose Delivered.
  8. From the next drop down list choose a qualifier (e.g. On, Before date, After date).
  9. Choose a date from the calendar.
  10. If you wish the rule to run until you disable it, choose End, otherwise choose And
  11. Complete details to determine the date after which the rule should stop.
  12. Click on ok.
  13. From the drop down menu Add Action choose Forward.
  14. Enter the email address you are auto-forwarding mail to, click on ok
  15. Save the rule by clicking on Save

Signatures

How can I have more than one signature?

  1. In the GroupWise client click on Tools, Options, Environment
  2. Click on the signature tab
  3. Create a new signature using the New button
  4. Provide a name for the signature
  5. You can choose the signature you wish to use from the drop down list, and set this as default using the default box
  6. Alternatively, configuring your client to prompt for a signature when sending a message allows you to choose a different signature from the drop down list presented

How do I set GroupWise to prompt me to add my signature before sending mail?

  1. In the GroupWise client click on Tools, Options, Environment
  2. Click on the signature tab
  3. Choose the radio button next to Prompt before adding
  4. Click on ok

Third party tools

Third Party Tools

We have looked at some Third Party Tools to help users get more out of GroupWise. As these tools have not been created by Novell for use with GroupWise they have not been officially tested by Novell to work with GroupWise. ICS, therefore, cannot take any responsibility if these tools cause any problems with your PC or Mac. We carried out some testing with PCs and we are pleased to advise that they were not adversely affected.

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