GroupWise

GroupWise, created by Novell, is the e-mail solution for Auburn University employees. GroupWise is an integrated e-mail, calendaring, document, and task management application. The desktop client version of this application is available to individuals and departments through AU Install at http://www.auburn.edu/download.

For the GroupWise web client, TigerMail, support visit: TigerMail Support

For information on voice mail integration with GroupWise, visit CallPilot Voice Mail.

Common Topics

• What is GroupWise?

  GroupWise is the recommended e-mail package for Auburn University employees.  It is an integrated e-mail, calendaring, scheduling, document and task management program.  Junk mail handling, calendaring, proxy access to multiple accounts, and a full-featured web version accessible from anywhere are among its most useful features.

  You must have a GroupWise account in order to use GroupWise. If you don't think you have a GroupWise account, please talk with yourAdministrative Computing Coordinator, who can arrange to get the appropriate access for you. If you prefer, you can submit an online requestto have a GroupWise account set up.

  (To log in, type the prefix auburn\ before your User Name . You must be an employee with an OIT password.)

  If you have questions, feel free to contact the IT HelpDesk at 844-4944 or send e-mail to helpdesk@auburn.edu.

  Features

  GroupWise is an e-mail/office management package that includes e-mail, calendaring, and scheduling. One powerful feature in GroupWise is its Address Book. It is an effective tool for storing and managing contact information such as names and e-mail addresses. The GroupWise system book is maintained by the Office of Information Technology and stores all campus GroupWise users. GroupWise also allows storage of external e-mail addresses in personal address books maintained by you. You can also create mailing lists and nicknames for people you contact often.

  GroupWise allows you to send attached files and graphics easily. It will convert incoming MIME message and is MAPI compliant.

  In addition to standard features one might expect from a mainstream e-mail package, GroupWise also includes some advanced office management features. One example is the Rules feature that allows you to create rules to process incoming mail, and a Task list. You can use the Rules set up a rule that will reply to messages when you are out of town or have GroupWise store messages with a specific subject in a folder automatically. The tasks feature allows departments to assign and track them.

  GroupWise calendaring and scheduling features allow users to schedule meetings and resources. The Busy Search feature allows you to check one another's calendars for open time and dates. Other useful features include Notes, Delay delivery, the Auto-Date, a Web client and more.

• GroupWise web access

  GroupWise users with Internet connectivity can use TigerMail, GroupWise's Web client, from anywhere in the world as long as they have a GroupWise account. To use TigerMail, point your Web browser to http://tm.auburn.edu to log in.

  Please note that the TigerMail interface includes most of the features available to GroupWise users but not all of them.

• GroupWise Address Book

  The GroupWise address book contains three default books.

  Novell GroupWise Address Book

  • Contains e-mail addresses for all Auburn University employees and students
  • You cannot add or remove items from this address book
  • "External" in an individual's "Post Office" column indicates that they do not use GroupWise for their University e-mail

  Personal Address Book

  • Contains e-mail addresses that you enter
  • You can create more than one

  Frequent Contacts

  • Automatically saves addresses of items that are sent from your inbox
  • Customizing to include addresses from received messages

Starting Out

• Installing GroupWise on your computer

  1. Go to http://www.auburn.edu/download and find the "Click here to download" button for GroupWise
     
     (Note: Recommended for high-speed connections only)
     
     
  2. Click the "Run" button.
     
     
     
     
  3. The installer will begin the download of GroupWise to your computer.
     
     
     
     
  4. Check "Launch the program" and click the "Finish" button to complete the installation.
     
     
• Getting additional help

  Besides the instructional help that OIT offers for GroupWise through the OIT support web site and training classes, there are additional web sites available to help you solve problems. Below are some recommended sites:

  • Novell GroupWise 7.0 Support web site
    
    
  • Novell Knowledgebase
    
    
  • Novell (TigerMail) Web Access user's guide
    
    
  • GroupWise Cool Solutions (extending GroupWise)

Mailbox Space/Size

• Checking your Mailbox size

  1. Click Tools > Check Mailbox Size to open the Mailbox Size Storage Information window that displays a pie chart showing your current mailbox size and your maximum size limit.
     
     
     
     OR
     
     
  2. There is a Mailbox Size button located on the status bar at the bottom of the GroupWise main window. The button shows you the percentage of allotted quota that you are currently using. You can rollover the button with your mouse to see a box showing Mailbox Limit, Space Used, and Space Available. You can also click the button once to open the Mailbox Size Storage Information window.
• Regaining Space in your Mailbox

  When you reach 80% of your quota, GroupWise will give you a warning message. When you reach or exceed your quota, you will continue to receive email but you will not be able to send messages. The suggestions below will help you regain space if you have received a warning or exceeded your limit.

  1. Delete mail that you no longer need then empty it from the Trash. Remember that mail located in Sent Items and all folders in the Folder List are using your allocated space.
     
  
  
  2. Archive mail that you want to keep for a long time.

Rules

• What are rules?

  GroupWise rules allow you to automate the handling of e-mail that comes to your inbox, such as replying when you are out of the office, sorting your messages into folders based on sender, or removing SPAM from your inbox.

  Rules are flexible and can be made to do many different tasks.

• Creating a rule that files a message into a folder

  1. Click the Tools menu and select "Rules".

  
  
  

  2. Click the "New" button.

  
  

  
  

  3. Type a name for the rule in the "Rule name:" text box.

  
  
  

  4. Under "When event is:" select "New Item" and check "Received".

  
  

  
  

  5. Click "Define Conditions" button.

  
  

  
  

  6. In the Define Conditions window, use the buttons and text box provided to specify to GroupWise what conditions to act upon. For example, you might select "From" contains ‘audaily’ if you want GroupWise to look in the "From" field and file messages that contain audaily in that field. Case does not matter when typing in the text box. Click "OK" after you define your conditions.

  
  

  
  
  

  7. Click the "Add Action" button.

  
  

  
  

  8. Select "Move to Folder".

  
  

  
  

  9. Click the checkbox next to the appropriate folder then click the "Move" button.

  
  

  
  

  10. Click "Save" button to save the new rule.

  
  NOTE: New rules are placed at the bottom of your rule list and the rules are processed in the order they are listed. Use the "Move Up" and "Move Down" buttons (refer to picture in Step 2) to change the order of the rules.

• Using rules to stop SPAM

  These instructions take advantage of the SPAM marking feature provided to you by IronMail. IronMail automatically marks the subject lines of messages that are most likely SPAM. You can use that marking to your advantage and in turn, the amount of SPAM that makes it to your inbox will be greatly reduced.

  1. Open up GroupWise and access your e-mail account.
  2. Click "Tools" from the top menu and choose "Rules".
     
     
     
  3. Click the "New" button to create a new rule.
     
     
     
  4. Enter a name for your rule. For example, call it "Block SPAM".
     
     
     
  5. Set your "When Event is" to "New Item" and "Received". These are the default settings.
     
     
     
  6. Click the "Mail" checkbox underneath "Item types".
     
     
     
  7. Click the "Define Conditions" button.
     
     
     
  8. Select "Subject" from the drop-down menu.
     
     
     
     
  9. Click the middle gray button and select "Begins with".
     
     
     
  10. Enter "{ SPAM ? }" into the text field, without the quotes. Be mindful to put a single space between the curly brackets.
      
      
      
  11. Click the "OK" button.
  12. Click the "Add Action" button and select "Move to Folder".
      
      
      
      
  13. Select the checkbox next to your "Junk Mail" folder.
      
      
      
      
  14. Click the "Move" button.
  15. Click the "Save" button.
  16. If you have more than one rule in your Rules folder, make sure to move your new spam rule to the top of the list. You can do this by clicking and dragging the rule to the top.
  17. Click "Close" to close out the rules dialog box.
  18. Your rule is now in place and all messages that IronMail marks as SPAM will be sent to your Junk Mail folder.

GroupWise Advanced

• Archiving old e-mail

  Archiving allows you to store messages that you want to keep locally on your computer, keeping your inbox clean and your disk quota usage low.

  1. Open up GroupWise and access your e-mail account.
  2. Click "Tools > Options" in the top menu.
     
     
     
  3. Double-click the "Environment" icon.
     
     
     
  4. Click the "File Location" tab.
     
  5. Enter the location where you want your GroupWise archive stored. You will be creating a new folder in which to store the archive. It is good to give that folder a unique name. An example of a common GroupWise archive location is: c:\gwarcxy where xy=first and middle initials of your name. The actual GroupWise archive will be stored in the location that you enter. Your message data will be inside the archive.
     
     
     
  6. Click the "Cleanup" tab.
  7. Make sure that the "Auto-archive after:" radio button is selected. You can change the default time to a shorter (or longer) period.
     
     
     
  8. Click the "OK" button.
• Setting GroupWise to ask for a login each time

  1. Close "GroupWise Notify" if it is running.
  2. Find the GroupWise icon on your computer.
  3. Right-click on the GroupWise icon and choose "Properties" from the menu that appears.
     (If you find a shortcut, use the "Find Target" button to find the actual GroupWise icon)
     
     
     
  4. Choose the "Shortcut" tab.
     
     
     
  5. In the "Target" field, enter this code at the end of the target line: /@u-?
     (notice the single-space after the ".exe" and before the entered text)
     
     
     
  6. Click the "Apply" button then click "OK" to save the changes.
• Adding a user's mailbox to your proxy list

  1. Click the "Proxy" button and click "Proxy" from the pop-up window.
     
     
     
  2. Enter the name of the user you want to add and click the "OK" button.
     
     
     
  3. If you have proper access, the user's mailbox is opened.
  4. To return to your mailbox, click the "Proxy" button and choose your name.
• Granting proxy access to your mailbox

  1. Click "Tools > Options" from the GroupWise menu.
     
     
     
  2. Double-click the "Security" icon.
     
     
     
  3. Click the "Proxy Access" tab and enter a name to add.
     
     
     
  4. Click the "Add User" button, then click the user and define their permissions using the checkboxes provided.
     
     
     
  5. Click the "OK" button.
• GW "Add-ons"

  Attention: These tools are available to download however support is not provided.

  GW Strip (download)

  Updated 10/10/02 (was not copying foldered messages to proper folder)

  Save your Quota space! Strip attachments from incoming/sent messages. Remove attachments, but keep the message. Removes all attachments, including TEXT.htm, MIME.822 (retains header info up to first blank line) Requires 6.01 or higher.

  GW Calstart (download)

  Switch to Calendar view when GroupWise starts. Can open in separate window if desired; see readme.txt

  GW Vacation Rule (download)

  Adds a menu item under Tools to assist in creating a vacation rule.

  GroupWiseKill File Button (download)

  Adds a button to toolbar to automatically add a sender or domain to a personal 'kill' list. (auto-creates rule) Can edit contents of personal Kill list.

  File Sent Items (download)

  For you really organized people. Will prompt for a folder to file sent item in  - no more need to go to sent items & drag the sent item to a folder! Works for send, reply & forward. c3po with install.

  Capture Sender's Address (download)

  This was written in response to user questions. "Why can't GroupWise capture email addresses like Eudora/Outlook, etc.?" After explaining Frequent Contacts, there would be a pause- "..Yeah, but why can't it capture addresses like...?"

  Puts a toolbar button on Main/message window. Will capture senders address, giving the user the opportunity to change the 'display name' and select which address book to save the address in, or optionally create a new address book. c3po with install.

  Print Normal (download)

  This was created to work around the Enhancement Pack clients problem of printing html messages in a very small font. It basically forces the print through the 'normal' SCC viewer instead of the IE rendering engine. Adds a button to the toolbar. c3po with install.

  BrainShare 2002 Schedule Importer (download)

  Import your 2002 brainshare schedule to GroupWise via vcal import. Go to Session scheduler, My Schedule, Export Schedule. Select vcal (.vcs). Run bs_gwvcs.exe & select exported file. Can post appts as Free, Busy, Out of Office, Tentative or as a note. Includes options to remove imported appointments and select either your home time zone or SLC time. Will not post duplicates if re-run to add more items.

  BrainShare 2001 Schedule Importer (download)

  Import your 2001 brainshare schedule to GroupWise. Go to Session registration, Export Schedule. Select comma delimited without headings. Run bs2gw.exe & select exported file. Also includes option to remove imported appointments.

  Addressbook Converters

  Pine to GroupWise (download)

  This utility will convert Unix PINE addresses ( .addressbook ), including groups,  to a GroupWise .NAB file that can be imported to the GroupWise Address Book. It consists of a UNIX perl script and small executable. GW 5.5+

  Instructions:

  1. Download the converter pine2gw.zip to your desktop and uncompress the file.
  2. FTP the pine2gw.pl file to your Unix account.
  3. Login to your Unix account through SecureCRT or other secure telnet client.
  4. From the prompt, type: perl pine2gw.pl > pine.adr
  5. Press Enter and logout of the telnet client.
  6. FTP the file pine.adr from your Unix account to your desktop.
  7. Run pine2gw.exe
  8. Select file pine.adr located on your desktop.
  9. Save file as pine.nab
  10. Open the GroupWise Address Book & create a new book named 'Pine Address Book'
  11. Select File, import & choose pine.nab located on your desktop.

  Eudora to GroupWise (download)

  This utility will convert Eudora addresses ( nndbase.txt ), including groups,  to a GroupWise .NAB file that can be imported to the GroupWise Address Book. GW 5.5+

  Instructions:

  1. Run Eudor2gw.exe
  2. Select nndbase.txt file
  3. save file as import.nab
  4. Open groupwise addressbook & create a new book named 'Imports'
  5. Select File, import & choose import.nab from 3.

Last Updated: Jan. 12, 2012