3.2 Managing Sent Email

3.2.1 Personalizing Sent Email

You can personalize sent email the same ways that you can personalize received email. For more information, see Section 3.4.1, Personalizing Sent or Received Email.

3.2.2 Working with Sent Items

You can track status information about an item in the Sent Items folder. Usually, this option is turned on by default to track delivered and opened information. If you choose not to add items to the Sent Items list, GroupWise cannot track any information for them.

Listing Sent Items

You might want to display items you previously sent. For example, you can read a sent item, resend it with or without corrections, and in some cases, retract it (if it has not already been opened by the recipient).

  1. Click the Sent Items folder in the Nav Bar.

The icons next to an item can also give you helpful status information. See Section 1.10, Identifying Icons Appearing Next to Items.

All sent items reside in this folder unless they are moved to a folder other than the Mailbox or Calendar. If a sent item is moved to another folder, it no longer displays in the Sent Items folder. To display sent items that have been moved to other folders, open those folders.

If you are sending messages to non-GroupWise systems, remember that those systems must have status tracking capability in order to return the status of your outgoing message to your GroupWise system.

Displaying Sent Item Properties

Properties lets you check the status of any item you send. For example, you can see when an item was delivered and when the recipient opened or deleted the item. If a recipient accepted or declined an appointment and included a comment, you see the comment in the Properties window. You also see if a recipient marked a task Completed.

The Properties window also shows information about items you receive. You can see who else received the item (except for blind copy recipients), the size and creation date of attached files, and more.

Understanding Sent Item Properties

There are three views for the properties:

Basic Properties: Displays the Properties header and a list of recipients. The list of recipients displays the recipient’s name, what actions the recipient has taken with the item, and any comments.

Simplified Properties: Displays the Properties header and a list of recipients. The recipients are listed in groups according to what action they have taken with the item. The list of recipients displays the recipient’s name, what actions the recipient has taken with the item, and any comments.

Advanced Properties: Displays the Properties header, recipients, Post Offices, files, and options for the item. The Advanced Properties page is helpful to GroupWise administrators when they need to track the item for troubleshooting purposes.

For information about a document, use the Activity Log in Document Properties. See Section 15.6, Viewing the History of a Document.

Viewing Sent Item Properties

In your Sent Items folder:

  1. Right-click an item.

  2. Click Properties.

  3. Scroll to the status information near the bottom of the Properties page.

The icons next to an item can also give you helpful status information. See Section 1.10, Identifying Icons Appearing Next to Items.

If you are sending messages to non-GroupWise systems, remember that those systems must have status tracking capability in order to return the status of your outgoing message to your GroupWise system.

Saving the Status Information of an Item

  1. Right-click an item, then click Properties.

  2. Click File > Save As.

    GroupWise gives the item a temporary file name. You can change the file name and default folder.

  3. Click Save.

Printing the Status Information of an Item

  1. Right-click an item, then click Properties.

  2. Right-click in the Properties window, then click Print.

Setting the Sent Items Default View Action

When you double-click an item in the Sent Items folder, you can choose whether the message or the item properties are displayed.

  1. Click Tools > Options

  2. Double-click Environment, then click the Default Actions tab.

  3. Select if you want the sent item to Open item or Show properties.

  4. Click OK.

Configuring Sent Item Information to Track

  1. To change the sent information to track for an item, open a new item, click Send Options > Status Tracking.

    or

    To change the sent information to track for all items you send, click Tools > Options, double-click Send, then click the tab for the item type.

    IMPORTANT:The Create a sent item to track information option is selected by default. It is highly recommended that you do not deselect it. If this option is not selected, no sent item is created when you send an item; therefore, you do not have a copy of the items you send unless you save them yourself.

  2. Select the information to track:

    Delivered: Tracks when an item you have sent was delivered to a user’s mailbox.

    Delivered and opened: Tracks when an item you have sent was delivered and when it was opened by the recipient.

    All information: Tracks when an item you have sent was delivered, opened, deleted and emptied.

  3. (Optional) Decide if you want to select Auto-delete sent item. This removes sent items from your mailbox after all the recipients have deleted the items and emptied them from their Trash.

  4. Return to the item you are composing.

    or

    Select the information to track for each item type, click OK, then click Close to save the setting for all items.

3.2.3 Retracting Sent Email

Use Delete to retract a sent item from the recipient’s Mailbox. You can retract a mail or phone message from those recipients who haven’t yet opened the item. You can retract an appointment, reminder note, or task at any time. Items that have been sent through the Internet to other email systems cannot be retracted. Furthermore, items that have been configured to be delivered at a future time through the Internet (as described in Delaying Delivery of an Item) cannot be retracted.

  1. Click the Sent Items folder in the Nav Bar.

  2. Right-click the item you want to retract, then click Delete.

    If you click Delete and Empty, items are deleted and purged, and they cannot be recovered.

  3. Select the appropriate option.

    My Caching and Online Mailbox: Deletes the item from your caching and online mailbox.

    My Caching Mailbox: Deletes the item from your caching mailbox.

    Recipient’s Mailbox: Deletes the item from the mailbox of all recipients. If you clicked Delete in Step 2, the item is not deleted from your mailbox. If you clicked Delete and Empty in Step 2, the item is also deleted from your mailbox.

    All Mailboxes: Deletes the item from your mailbox and the mailbox of all recipients.

  4. If you have selected to retract this item from other recipients’ mailboxes, you can type a comment to the recipients, explaining why the item was retracted.

  5. Click OK.

To see which recipients have opened your message, right-click the item, then click Properties. Email cannot be retracted if it has already been opened.

3.2.4 Resending Email

Use Resend to send an email message a second time, perhaps with corrections.

  1. Click the Sent Items folder in the Nav Bar.

  2. Right-click the item you want to resend, then click Resend.

  3. If the item was an auto-date item, click This Instance, All Instances, or This Instance Forward.

  4. Make any changes to the item, if necessary, then click Send on the toolbar.

  5. Click Yes to retract the original item.

    or

    Click No to leave the original item.

You can check the Properties of the original item to see if GroupWise was able to retract it. Right-click the item in the Sent Items folder, then click Properties. Mail and phone messages cannot be retracted if they have already been opened.

3.2.5 Editing Sent Appointments, Tasks, and Reminder Notes

You can edit appointments, tasks, and reminder notes. To edit mail messages, resend the message as described in Section 3.2.4, Resending Email.

When an appointment, task, or reminder note is edited, changes simply appear on recipients’ items with no message appearing in users’ mailboxes. The edited item is displayed as bold and a notification banner is displayed inside the item, indicating to users which sections of the item have been edited.

Users are prompted to re-accept the item only in the following circumstances:

Appointments: If changes are made to the date, time, or place of the appointment. New recipients who are added to the appointment must also accept. Users who are removed from the appointment receive a notification.

Tasks: If changes are made to the start date, due date, or message description.

Reminder Notes: If changes are made to the date.

To edit an appointment, task, or reminder note:

  1. Click the Sent Items folder in the Nav Bar.

  2. Right-click the appointment, task, or reminder note that you want to edit, then click Edit.

    If you are editing just one item in a series of recurring items, select the item on the day you want to edit.

  3. If the original item was a recurring item, click This Instance, All Instances, or This Instance Forward.

  4. Make your changes, then click Send on the toolbar.

    You are not prompted to retract the item when you edit the item.

3.2.6 Duplicating Sent Email

You can create a duplicate copy of an existing appointment, task, or reminder note as a basis for creating a new appointment, task or reminder note. When you do this, the original appointment, task, or reminder note remains unchanged; it is not retracted.

  1. Click the Sent Items folder in the Nav Bar.

  2. Right-click the appointment, task, or reminder note that you want to duplicate, then click Duplicate.

    If you are duplicating just one item in a series of recurring items, select the item on the day you want to duplicate.

  3. If the original item was a recurring item, click This Instance, All Instances, or This Instance Forward.

  4. Make your changes, then click Send on the toolbar.

    A new appointment, task, or reminder note is sent, and the original item that you duplicated remains unchanged.

3.2.7 Replying to Sent Email

Use Reply to make additions to any sent mail.

  1. Click the Sent Items folder in the Nav Bar.

  2. Right-click the item you want to reply to, then click Reply.

  3. Select Reply to sender to send the reply just to yourself.

    or

    Select Reply to all to send the reply to yourself and all others on the original message.

  4. Click OK.

  5. Make all necessary additions to the message, then click Send on the toolbar.

3.2.8 Confirming Delivery of Email You Send

GroupWise provides several ways to confirm that your item was delivered.

If you are sending messages to non-GroupWise systems, remember that those systems must have status tracking capability in order to return the status of your outgoing message to your GroupWise system.

Receiving Notification About Items You Send

You can receive notification when the recipient opens or deletes a message, declines an appointment, or completes a task.

  1. To get a return receipt for one item, open an item view, click the Send Options tab, then click Status Tracking.

    or

    To always get a return receipt for items you send, click Tools > Options, double-click Send, then click the tab for the item type.

  2. In the Return notification group box, specify the type of return receipt you want.

    None: No action is taken. Information is tracked in the properties for sent items.

    Mail Receipt: You receive an email.

    Notify: You receive an alarm in Notify.

    Notify and Mail: You receive an email and an alarm in Notify.

    This feature is not supported when sending to a non-GroupWise system.

    If you have deselected to receive alarms and notifications, you cannot receive notifications with Notify. For more information, see Section 8.2, Starting Notify.

    If you are sending an item to an Internet address, you can click Enable delivery confirmation. If the receiver’s Internet email system enables status tracking, you can receive status about the item you send.

Requesting a Reply for Items You Send

You can inform the recipient of an item that you need a reply. GroupWise adds a sentence to the item stating that a reply is requested and changes the icon in the recipient’s Mailbox to a double arrow.

  1. To request a reply for one item, open an item view, click the Send Options tab, then click General.

    or

    To request a reply for all items you send, click Tools > Options, then double-click Send.

  2. Click Reply requested, then specify when you want to receive the reply.

    The recipient sees next to the message. If you select When Convenient, “Reply Requested: When convenient” appears at the top of the message. If you select Within x Days, “Reply Requested: By xx/xx/xx” appears at the top of the message.

  3. Return to the item you are composing.

    or

    Click OK, then click Close to save settings for all items.

Notifying Recipients About Items You Send

  1. To notify the recipients of one item, open an item view, then click Send Options > General.

    or

    To notify the recipients of all items you send, click Tools > Options, then double-click Send.

  2. Select Notify recipients.

    Users are automatically subscribed to Notify in Options. If they have deselected to receive alarms and notifications, they cannot be notified of messages you send. For more information, see Section 8.5, Being Notified of Someone Else’s Messages.

  3. Return to the item you are composing.

    or

    Click OK, then click Close to save the setting for all items.