Managing Items You Receive

Reading and managing mail messages, appointments, tasks, or notes in WebAccess is as simple as clicking your mouse to open the item.

This section contains the following topics:


Opening an Item in Your Mailbox

In WebAccess, all GroupWise items are opened the same way.

  1. From the Item List, click the subject of the item.

The available buttons vary depending on the item type you have open.

Appointments, tasks, and notes can be accepted, declined, or delegated. Click Accept, Decline, or Delegate next to the item in the Item List or in the message view itself.


Searching for an Item

  1. From the GroupWise WebAccess main window, click Find icon Find.

  2. To search for specific text, click Full Text or Subject, then type the words you are looking for in the text box.

  3. To search for a name, click From or To/CC, then type the name in the text box.

  4. Select each item type you are looking for.

    If you select Document, Find will search your Mailbox for document references. If you want to search GroupWise libraries for documents, see Using GroupWise Libraries.

  5. Select each item source you are looking for.

  6. In the Search In list, click the folders you want to search in.

    If you are searching in a folder in the Cabinet, you might first need to click the arrow next to the Cabinet to display the Cabinet folders. If you select Mailbox, your Sent Items folder will be included in the search. If you do not select a folder, all listed folders are included in the search.

  7. Click Find.


Replying to an Item You Receive

You can reply to an item you've received. You can reply to the item's author or to everybody who originally received the item.

  1. Click the Mailbox icon in the Folder List.

    or

    Click the Calendar icon in the Folder List, then go to the date of the appointment, task, or note.

  2. Click the message, appointment, task, or note to open it.

  3. Click Reply to Sender or Reply All to open a Reply form.

    Reply to Sender sends a reply to the sender only. Reply All sends a reply to the sender and all recipients of the original item.

  4. Type your message.

    You can include Web site locations or addresses (URLs) in the Message box.

  5. Click Send.


Deleting an Item You Receive

You can delete Items you receive and place them in the Trash.

  1. Click the Mailbox icon in the Folder List.

    or

    To delete an item you've moved to a folder, click the folder in the Folder List.

    or

    To delete an appointment, task, or note you've already accepted, click the Calendar icon in the Folder List.

  2. Locate the items in the Item List.

  3. Select the items, then click Delete at the top of the Item List.

    or

    Click the item to open it, then click Delete.

The items are removed from your Mailbox or Calendar. The status of the items are also updated in the sender's Mailbox or Calendar to show you've deleted the item. As long as the item remains in your Trash, you can undelete it.


Undeleting an Item

You can undelete items you deleted (unless you have emptied the Trash). Items emptied from the Trash cannot be undeleted.

  1. Click the Trash icon in the Folder List.

  2. Select the items, then click Undelete at the top of the Item List.

    or

    Click the item to open it, then click Undelete.

    The item is moved from your Trash to the folder from which it was originally deleted.


Marking an Item Unread (Read Later)

If you have opened and read an item, you can mark it as unread. This will change the item's icon in the Item List back to that of an unopened item. You might want to mark an item as unread if that item requires further action or if you don't want that item to get lost among the other opened items in you Item List.

  1. Click the Mailbox icon in the Folder List.

  2. Locate the item in the Item List.

  3. Select the item, then click Read Later at the top of the Item List.

    or

    Click the item to open it, then click Read Later.

Using Read Later does not change the status of the item in Properties. For example, if you have opened an item, then marked the item unread, the sender of the item still sees the item status as opened in Properties.


Forwarding a Mail or Phone Message

  1. Click the Mailbox in the Folder List.

  2. Click the mail or phone message to open it.

  3. Click Forward to open a new message.

    The original message is included as an attachment to the new message.

  4. Click Address Book to add recipients in the To, CC, and BC boxes.

    or

    Type a recipient's address in the To, CC, or BC box. The address can be a GroupWise user ID, GroupWise full name, or external e-mail address. Separate each address with a comma.

  5. Type a message.

    You can include web site locations or addresses (URLs) in the Message box.

  6. (Optional) Click Spell Check to spell check the message. For this feature to work, your browser must be enabled for Java.

  7. (Optional) Click Attach to attach files to the message. For this feature to work, your browser must support attachments.

  8. Click Send.


Accepting an Appointment, Note, or Task

  1. Click the Mailbox icon in the Folder List.

    or

    Click the Calendar icon in the Folder List, then go to the date of the appointment, task, or note.

  2. Click the appointment, task, or note to open it, then click Accept.


    Unaccepted appointment view

  3. If you want, type a message in the Comments to Sender box.

  4. Click Accept.

    The appointment, task, or note is removed from the Item List in your Mailbox and appears in your Calendar only. The sender can tell you've accepted the item by checking its status information.


Declining an Appointment, Note, or Task

  1. Click the Mailbox icon in the Folder List.

    or

    If you have already accepted the appointment, task, or note, click the Calendar icon in the Folder List to open the Calendar, then go to the date of the appointment, task, or note.

  2. Click the appointment, task, or note to open it.

  3. Click Decline.

  4. If you want, type a message in the Comments to Sender box.

  5. Click Decline.

    The appointment, task, or note is removed from your Calendar and Mailbox. The status of the item is updated in the sender's Mailbox to show that you have declined the item. If you commented when you declined the item, the sender can read your comments by checking the status information.


Delegating an Appointment, Note, or Task

  1. Click the Mailbox icon in the Folder List.

    or

    If you have already accepted the appointment, task, or note, click the Calendar icon in the Folder List to open the Calendar, then go to the date of the appointment, task, or note.

  2. Click the appointment, task, or note to open it.

  3. Click Delegate to open a Delegate form.

  4. Click Address Book to add recipients in the To box.

    or

    Type a recipient's address in the To box. The address can be a GroupWise user ID, GroupWise full name, or external e-mail address. Separate each address with a comma.

  5. Type a message.

    You can include Web site locations or addresses (URLs) in the Message box.

  6. (Optional) Click Spell Check to spell check the message. For this feature to work, your browser must be enabled for Java.

  7. (Optional) Click Attach to attach files to the appointment, task, or note. For this feature to work, your browser must support attachments.

  8. Click Send.

    The original sender can see that you've delegated the appointment, task, or note by checking the status information for the item. You can also check whether the delegated item was accepted or declined by opening your Sent Items folder and checking the status information for the delegated item.


Marking a Task Complete

  1. Click the Calendar icon in the Folder List to open the Calendar, then go to the date of the task.

    or

    If you have not yet accepted the task, click the Mailbox icon in the Folder List.

  2. Click the task to open it.


    Unaccepted task view

  3. Click Complete to display the Complete form.

  4. Click Complete.

    The sender of the task can see that you completed the task by checking its status information.


Moving an Item to a Folder

  1. To move an item you received, click the Mailbox icon in the Folder List.

    or

    To move an appointment, task, or note you've already accepted, click the Calendar icon in the Folder List.

  2. Locate the item in the Item List.

  3. Select the item, then click Move at the top of the Item List.

    or

    Click the item to open it, then click Move.

  4. Click the folder where you want to move the item. If you are moving the item to a folder in the Cabinet, you may first need to click the arrow next to the Cabinet to display the Cabinet folders.

You can also move items to the Checklist folder to create a checklist. For more information, see Using the Checklist Folder.