Working with Folders

GroupWise WebAccess provides folders to help organize the items you send and receive. The Folder List lets you select which folder you want open. The contents of the currently opened folder are displayed in the Item List.

The following folders are displayed in the Folder List. You can open a folder by clicking the icon.

For more information about the folders in your Folder List, see Understanding the Folder List.

This section contains the following topics:


Creating Folders

  1. In the Folder List, click Add Folder.


    Showing how to add a new folder

  2. Type a name for your new folder in the Folder Name box.

  3. Select the place in the Folder List where you want to add the folder. By default, the folder will be added as the first folder in the Cabinet.

    For example, to add a folder at the same level as the Mailbox folder, select the Down button next to the Mailbox folder. To add a folder to the Mailbox folder, select the Right button next to the Mailbox folder.

  4. Click OK.


Deleting Folders

You cannot delete your user folder, the Mailbox, the Cabinet, or the Trash. Be careful deleting folders. Some predefined folders, such as, the Sent Items folder, can be difficult to recreate.

  1. In the Folder List, click Delete Folder.

  2. Click the folder you want to delete, then click Delete to confirm that you want to delete the folder and all its contents.

You cannot delete system folders. For more information, see Understanding the Folder List.


Moving an Item to Another Folder

You cannot drag items from folder to folder. Also, because of most Web browsers' limitations, you cannot select more than one item at a time.

  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.

    or

    To move an item you sent, click the Sent Items 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.


Viewing Items in a Find Results Folder

A Find Results folder is a folder that displays the results of a query. When the folder is opened, GroupWise examines the search criteria defined for the folder, searches for everything specified, then displays everything it finds in the Item List. You can act on items in a Find Results folder the same way you act on items in any folder, such as opening, forwarding, printing, copying, moving, or deleting them, but the original item remains stored in the folder where the search found it. This means that if you move or delete an item from a Find Results folder, the item is deleted from the Item List, but not from the original location. The next time you open the Find Results folder, the search is performed again and the item is once again displayed.

Although you cannot create new find results folders using WebAccess, you can use folders you created using the GroupWise Client for Windows. However, to ensure that you are viewing the most recent information in the folder and not a cached copy, you should click Update before opening a Find Results folder.


Using the Checklist Folder

Use the Checklist icon Checklist folder to create a task list. You can move any items (mail messages, phone messages, notes, tasks, or appointments) to this folder and arrange them in the order you want. You can mark items Complete. You can assign items a due date, but the items do not display in your Calendar. The Checklist folder is a system folder.

In the Windows version of GroupWise, you can mark items to display in the Checklist folder without actually moving them. You cannot do this in GroupWise WebAccess. However, if you marked items to display in the Checklist folder from the Windows version of GroupWise, GroupWise WebAccess lets you view the items in the Checklist folder.

In the Windows version of GroupWise, you can create a checklist area at the top of any folder if you have selected the Checklist display setting for the folder. This checklist displays in its original folder and in the Checklist folder. You cannot do this in GroupWise WebAccess. However, if you have created checklists in multiple folders from the Windows version of GroupWise, GroupWise WebAccess lets you view the items in the Checklist folder.

In the previous version of GroupWise WebAccess, a Task List folder listed all the task items in your Mailbox and Calendar. The Task List folder was a query folder. The Checklist folder replaces the Task List folder.

This section contains the following topics:


Creating a Checklist in the Checklist Folder

  1. Move items to the Checklist folder. For information, see Moving an Item to the Checklist Folder.

  2. To arrange the items in the order you want, click an item, then click the toolbar icons to move the item up, down, or to the top or bottom of the checklist.

  3. To assign a due date to an item, click the item, click Checklist, click Activate Checklist Due Date, select a due date, click Save, then click Close.

The due date displays in the Due Date column in the Item List.


Moving an Item to the Checklist 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 Checklist folder.


Assigning a Due Date to an Item in the Checklist Folder

  1. Click the Checklist icon in the Folder List.

  2. Locate the item in the Item List.

  3. Click the item to open it, then click Checklist.

  4. Click Activate Checklist Due Date, select a due date, click Save, then click Close.

Click Activate Checklist Due Date, select a due date, click Save, then click Close.


Marking or Unmarking a Checklist Item Complete

  1. Click the Checklist icon in the Folder List.

  2. Locate the item in the Item List.

  3. Click the check box to the left of the item, then click Complete at the top of the Item List.

    Items that have been marked Complete have a check mark next to them.

To unmark an item, click the item to open it, click Checklist, deselect Complete, click Save, then click Close.


Working with Shared Folders

You can share personal folders with other users. Recipients of the shared folder receive a notification explaining that you have shared the folder with them. They can then accept the folder or decline the folder.

This section contains the following topics:


Sharing a Folder

  1. In the Folder List, open the folder you want to share.

  2. At the top of the Item List, click Share Folder.


    Shared folder view

  3. In the Name box, type the GroupWise names or GroupWise user IDs of the people with whom you want to share the folder, then click Add to add them to the Shared list.

    or

    Click Address Book to use the Address Book to add names to the Shared list.

    After you've added a shared folder recipient, the Status column displays Pending until the recipient accepts or declines the shared folder.


    Shared folder access rights view

  4. If desired, change the recipient's shared folder rights.

    • Read: Lets the user read items in the folder.

    • Add: Lets the user add items to the folder.

    • Edit: Lets the user edit items in the folder.

    • Delete: Lets the user delete items from the folder.

  5. Click Save if you changed any shared folder rights.

    or

    Click Close.


Accepting a Shared Folder

  1. Click the Mailbox icon in the Folder List.

  2. Click the shared folder notification to open it.

  3. Click Accept Folder to open the Accept Shared Folder dialog box.

  4. If you want to change the name of the folder (in your Folder List only), type a new name in the Folder Name box.

  5. In the Folder List, select the location where you want the folder to be placed.

  6. Click OK to add the folder.


Posting an Item to a Shared Folder

  1. In the Folder List, open the shared folder you want to post the item to.

  2. At the top of the Item List, click Post Item to This Folder to display a Message form.

  3. Type a subject and message.


    Posting an item to a shared folder

    You can include Web site locations or addresses (URLs) in both the Subject and Message boxes.

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

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

  6. Click Post to add the message to the shared folder.