42.3 Managing Groups

Reference these sections to understand how to manage groups in the GroupWise Client.

42.3.1 Organizing Addresses in Groups

A group is a list of users or resources you can send messages to. Use groups to send a message to several users or resources by typing the group name in the To, BC, or CC fields. There are two types of groups: public and personal.

A public group is a list of users created by the GroupWise administrator, and it is available for use by each GroupWise user. For example, there might be a public group for the Accounting Department. Each employee in Accounting is included in the group. Public groups are listed in the GroupWise Address Book.

A personal group is a group created by you. For example, if you often send an appointment to your work group, you can include each co-worker’s address or name and a meeting place (a resource) in a personal group.

Each group in a Contacts folder is marked with Group icon. When you double-click a group, the group item view displays.

42.3.2 Creating and Saving a Personal Group

To create and save a personal group:

  1. In the Folder List, select the Contacts folder where you want to create the personal group.

  2. Click New Group on the toolbar

  3. Type a name for the group.

  4. (Optional) Type any comments, such as a description for the group.

  5. Click Add to open the Address Selector dialog box and display the address list.

  6. Click To, CC, or BC, and then double-click or Ctrl+click and drag the users and resources for your group in the Group panel.

    If the users you want to add are in a different address book, click the address book on the Look In drop-down list.

    To restrict the list of entries by contacts, groups, or resources, click an option on the Filter icon drop-down list.

  7. To add an entry that is not in an existing Contacts folder, click New Contact, fill in the information, click OK, and then double-click the entry.

  8. Click Save > Close to save the group in the Contacts folder.

You can also create and save a personal group from the Address Selector when you are addressing a message or other item:

  1. In an item view, click Address on the toolbar.

  2. Double-click contacts to add them to the right pane.

    If the users you want to add are in a different address book, click the address book on the Look In drop-down list.

    To restrict the list of entries to contacts, groups, or resources, click an option on the Filter icon drop-down list.

  3. To add an entry that is not in an existing address book, click New Contact, fill in the information, click OK, and then double-click the entry.

  4. Click Save Group.

    or

    If you want to save the group to a different address book than the one that is displayed, click the arrow on the right of Save Group, and then select the address book.

  5. Type a name for the group.

  6. Type comments, such as a description of the group.

  7. Click OK twice.

HINT:You can also create a personal group by dragging and dropping an item addressed to multiple users into a Contacts folder to create a group consisting of the recipients of that item.

42.3.3 Adding Contacts to a Group

To add a contact to a group:

  1. In the Folder List, select the Contacts folder where you want to add contacts to a group.

    or

    In an item you are composing, click Address on the toolbar.

  2. Right-click the group, and then click Details.

    Groups are marked by the Group icon icon.

  3. On the Details tab, click Add to open the Address Selector dialog box and display the address list.

    Click the Filter icon drop-down list to restrict the list to contacts, groups, or resources.

  4. To add a contact, click the Look In drop-down list, and then click the address book that the contact is in.

  5. Click the Match drop-down list, and then click the way you want to locate the contact (by first name, last name, or full name).

  6. In the Look For field, type the contact you want to add.

    The address list scrolls to the nearest match.

  7. Double-click the contact in the list so that it is added to the Selected list.

  8. Click OK twice to save the group.

42.3.4 Removing a Contact from a Group

To delete a contact to a group:

  1. In the Folder List, select the Contacts folder where you want to delete a contact from a group.

  2. In the contact list, double-click the group.

  3. Select the contact to delete, and then click Remove from group.

  4. Click OK.

42.3.5 Addressing Items to a Group

To address items to a group:

  1. In an item view, click Address on the toolbar.

  2. Select a group, and then click To, CC, or BC.

  3. Repeat as necessary.

  4. (Optional) To show all the members of the group, right-click the group, and then click Expand Group.

  5. (Optional) To see more information about the group, right-click the group, and then click Details.

  6. Click OK to return to the item view.

42.3.6 Viewing Group Information

To view information for a group:

  1. In the Folder List, select the Contacts folder where you want to view group information.

  2. Right-click the group, and then click Details.

  3. Click the Details tab.

42.3.7 Deleting a Group from a Contacts Folder

To delete a group from a Contacts folder:

  1. In the Folder List, select the Contacts folder where you want to delete the group.

  2. Right-click the group, and then click Delete.

  3. Click Yes to confirm the deletion of the group.