TECHNOLOGY TASK #2
GroupWise EMAIL – Basics and
Address Book
BEGINNER LEVEL:
Open
GroupWise and put in your username
and password.
(1) Changing your password:
a. Click the middle button, which is the Options button:
b. Put in your old password. Hit <tab> and put in a new password.
c. Hit <tab> and put in the new password again to confirm.
d. Click the SAVE button.
(2) Opening an email:
a. Single-click the underlined link in the SUBJECT line.
b. Note in the box that opens that you can perform several tasks with the buttons at the top, including moving to the next email, forwarding the email to someone else, replying just to the sender, sending your reply to everyone who received the original email, moving the email to another folder in your cabinet, deleting the email, and marking it as unread (the “Read Later” button).
(3) Replying to an email:
a. Open an email.
b. In the box that opens, single-click the REPLY button to reply to just the sender; single-click the REPLY ALL button to reply to everyone who received the email.
c. Note that the email address(es) have been filled in automatically.
d. When you reply to an email, the original email is usually included in the reply automatically; however, sometimes the cursor is at the bottom of the page instead of at the top. It is a little nicer to put your reply at the beginning instead of at the end of the original email so that it is available to be read if needed, but the reader does not have to search through it for your reply.
e. The Client version of GroupWise (not the web version) gives you the option of including the original message or not, just be selecting or deselecting a checkmark. If you do NOT wish the original message to be included in your reply if you are using the web version, you need to highlight everything and hit the delete key before typing your reply.
f. Click SEND when you have finished.
g. You may always see your sent message by selecting it from the SENT folder. A couple of neat features include –
i. Change your mind after sending a message? You may click the DELETE FROM ALL MAILBOXES button (inside the SENT folder).
ii. If you are using the Client version of GroupWise, you can right-click the message link and go to Properties. It will tell you whether the recipients have opened your message, if the message was sent to GroupWise accounts.
(4) Forwarding an email:
a. When you receive an email that you need to send on to someone else, just click the FORWARD button after opening the message.
b. Type in the person’s email address in the TO: box. Remember that if you are sending a message to another Tipton County GroupWise address, you only have to type in the person’s username. If you don’t know (for sure) the username, click the ADDRESS BOOK and search for it.
c. Click SEND.
(5) Deleting an email:
a. You may delete an email several places:
b. If you have several emails to delete, put a checkmark in front of all of the ones to be deleted at the main GroupWise screen and just click the DELETE button at the top. This moves all of them into the Trash folder, where they can be retrieved if needed until you really get rid of them permanently.
i. Click on the Trash folder. Note that you have several options for messages stored in there.
ii. You may put a checkmark in front of some of the items and click EMPTY SELECTED ITEMS to permanently get rid of just some of them.
iii. You can put checkmark(s) on messages and UNDELETE them, which moves them back into the original folder.
iv. You can clean out the whole Trash folder by clicking the EMPTY TRASH button.
(6) Sending one message to everyone:
a. Click the Compose icon (top left side of the screen in the web version of GroupWise).
b. Type BHS in the To: field.
c. Finish
the message and click SEND.
NOTE: This sends the message to
certified staff and administrators at BHS.
If you wish to include teacher assistants, you should include
BHS Assistant before sending. You can do this by typing
To: BHS, BHS Assistant
or by typing BHS Assistant in
the CC: field.
If you wish to send a message to everyone at all schools, you just put an
asterisk * in the To:
field.
(7) Adding folders to the cabinet to organize messages:
a. Notice that you have a filing cabinet where you can store messages. It is a good idea to create folders for messages that you wish to save, so that everything is not jumbled up together in your Mailbox.
b. Click ADD FOLDER and give the folder a name.
c. Select where the folder should stay by putting a dot either in the DOWN column or the RIGHT column. If you select the RIGHT choice beside the Cabinet, your folder will be stored inside the cabinet.
d. Click OK.
e. To move messages into the folder, select a message from your Mailbox and click the MOVE button. Select your new folder from the list. Note that you can move more than one at a time by putting checkmarks in front of the messages to move.
(8) HINT: CC: and BC:
a. CC is for Carbon Copy. You may type another person’s email address in the CC: field and that person will also get the email. The fact that he/she got the email will be displayed in the header of the email when it is received.
b. BC is for Blind Carbon Copy. If you type an email address in the BC: field, that person will also receive the email; however, the original recipient will not see in the header of the email that it went to anyone other than himself.
INTERMEDIATE LEVEL
You can do all Beginner tasks; in addition, you can add at least five people to your GroupWise Personal Address Book or your Frequent Contacts Address Book. Most people already have all three address books.
(1)
Open
GroupWise and single-click the
Address Book in the left column:
Your screen should look similar to the following:
(2) 
Click
in the box so that you can search the GroupWise Address Book by Last Name. (There are six other search options, if you
click the down arrow beside Last Name
and begins with.)
(3) Type in someone’s last name and hit <enter> or single-click the Search Address Book button.
(4)
When
the name appears, single-click it and then single-click the Copy button.
At
the next box, change the Address Book to your personal one and then
single-click the Copy button.
(5) Continue adding as many as needed.
(6) If you need to add one that is NOT in the GroupWise book and not in your Frequent Contact address book, just click the Add button and fill in at least the name and email address areas. Make sure to select your personal address book.
WIZARD LEVEL
You can do all Beginner and Intermediate tasks; in addition, you have constructed a GroupWise email group containing the email addresses of everyone in your department so that you can send one message to everyone in your department at one time.
(1) Open your GroupWise Address Book by single-clicking the icon on the left side of the screen.
(2) Search for the first person in your department by typing his/her last name in the correct box.
(3) When the name(s) appear in the ‘matches’ box, double-click the correct name. This moves the name to the box on the right side of your screen.
(4) Type in the next name. Double-click it and continue until you have all names on the right side.
(5) Click
Save Group. A box will open asking you to name the group.
HINT: To send to the group without searching for it in your address book, you
must type in the name of the group exactly like you name it here, so my
suggestion is to use one word that will be easy to remember.
(6) Make sure that you are saving it into your Personal Address Book (should be your name).
(7) Click Save.
(8) When you wish to send a message to your group, you can single-click the Compose button and type in the group name into the To: field, or you might open your Personal Address Book and select it from the list.