Novell Documentation: GroupWise 6.5

Filtering Items

Basic Filtering

If your Mailbox or Calendar contains many items, you might have a difficult time finding just one of them. Filter lets you display items according to specific criteria. For example, a filter can display only items that have a certain word in the subject. You can also use a filter to hide items that you want to get out of your way.

Filter does not actually move or delete items; it displays certain items based on the criteria you specify. When you clear the filter, all the items reappear. Filters you create affect all folders.

The basic Filter dialog box lets you filter on the following information: From, To, CC, Subject, Message, and Category. If you want to filter on additional fields, click Advanced Filter.

Limiting an Advanced Filter

You may want to limit an advanced filter by specifying additional criteria. For more information, see Narrowing Your Filter.

This section contains the following topics:

Creating a New Filter

Click a folder (such as Mailbox, Trash, or a folder you have created).

Filters affect all folders. By clicking a folder, you can see the filter results immediately.

or

Click the Appointments, Reminder Notes, or Tasks List in a calendar view.

The filter applies to all lists in the calendar view. For example, if you click the Reminder Notes List, the Appointments and Tasks Lists are also affected by the filter.
In the upper-right corner of the Main Window or calendar view, double-click .
In most folders, the following fields display. Fill in one or more of the following fields:
- From: To display items from a specific person, type a name in the From field. Click to select a name from a list.
- To, CC: To display items to a specific person, type a name in the To, CC field. Click to select a name from a list.
- Subject: To display items containing specific text in the subject, type text in the Subject field. Text you type is not case sensitive.
- Message: To display items containing specific text in the message, type text in the Message field. Text you type is not case sensitive.
- Category: To display items that have been assigned a category, click , then select a category name.
  
  If you are creating a filter in the Contacts folder, the Filter Contacts dialog box fields include Display Name, E-Mail Address, Last Name, Organization, Department, and Category. Type or select information in one or more fields to filter for contacts.
  
  To specify other information you want to filter on, click Advanced Filter. For more information, see Creating a New Filter Using Advanced Filter.
Click OK.

The filter icon changes to indicating that a filter is on.
To save the filter for future use, click , click Filter, click Save, type a name, then click OK.

Creating a New Filter Using Advanced Filter

Click a folder (such as Mailbox, Trash, or a folder you have created).

Filters affect all folders. By clicking a folder, you can see the filter results immediately.

or

Click the Appointments, Reminder Notes, or Tasks List in a calendar view.

The filter applies to all lists in the calendar view. For example, if you click the Reminder Notes List, the Appointments and Tasks Lists are also affected by the filter.
In the upper right corner of the Main Window or calendar view, double-click .
Click Advanced Filter.
In the first drop-down list, click the field you want to filter.

For example, click From if you want to display items from a specific person. To find out what the fields represent, see Understanding Filter and Rule Fields.
Click the operator drop-down list , then click an operator.

To find out more about the operators, see Using Filter and Rule Operators.
Type the criteria for the filter.

or

If provided, click the drop-down list, then click existing criteria.

If you type criteria, such as a person's name or a subject, you can include wildcard characters such as an asterisk (*) or a question mark (?). Text you type is not case sensitive. To find out more about wildcard characters and switches, see Using Filter and Rule Wildcard Characters and Switches.
Click the last drop-down list, then click End.

or

Click the last drop-down list, then click And or Or to narrow your filter by adding more filter criteria.
Read the text in the Filter dialog box beginning with "Include entries where..." as you create your filter. This summarizes how your filter will work.
Click OK, then click OK.

The filter icon changes to indicating that a filter is on.
To save the filter for future use, click , click Filter, click Save, type a name, then click OK.

Selecting a Filter

In the upper-right corner of your Mailbox or Calendar view, click , then click the filter.

You can select one of the predefined filters to filter for received items, sent items, posted items, or draft items.

If you have a long list of filters, click , click More, then click the filter.

To see a description of a filter before you select it, double-click , click Open, then click the filter. Click OK after clicking the filter you want.

Clearing a Filter

In the upper-right corner of the Main Window or calendar view, click , then click Clear Filter.

After you've cleared a filter, the icon in the upper-right corner of the Main Window changes back to .

If the filter is saved, you can use it again by clicking , then clicking the filter.

Deleting a Filter

In the upper-right corner of the Main Window or Calendar, double-click .
Click Open.
Click the filter you want to delete, then click Delete.
Click OK, then click OK.

Narrowing Your Filter

You may want to limit an advanced filter by specifying additional criteria. Each filter criteria is displayed in a separate row. The options in the drop-down list let you expand your filter criteria. The ways to add and delete rows to narrow your filter are explained below.

This section contains the following topics:

And

Creates a new row. The filter will display items that match the conditions in each row joined by And.

Or

Creates a new row. The filter will display items that match the conditions in either row joined by Or. The items don't have to match the conditions in both rows.

Insert Row

Inserts a new row below the current row and pushes the remaining rows down. Insert Row is useful if you've already created a filter, and you want to add more criteria in the middle.

Delete Row

Removes the current row from the filter.

New Group

Begins a new group of rows. You can then join the groups by an And or Or. If two groups are joined by And, the items must match all conditions in both groups. If two groups are joined by Or, the items must match all conditions in either group, but not necessarily both.

End

Designates the last row of conditions in the filter. If you select End in a row that is followed by other rows or groups, the subsequent rows and groups are deleted.

Using Filter and Rule Wildcard Characters and Switches

These wildcard characters and switches are available in the Filter dialog box and the Define Conditions dialog box only when you've selected certain fields that require you to type additional text. They are applicable only when you select the [ ] Contains operator.

Wildcard Character(s) and Switches	What the Filter or Rule Will Match
AND, &, or a space	All items that meet two or more conditions. For example, mountain & goat, mountain AND goat, and mountain goat all find items containing the words "mountain" and "goat."
OR or \|	All items that meet one of two or more conditions. For example, mountain goat and mountain OR goat both find items containing "mountain" or "goat" or both words.
NOT or !	All items containing one condition but not the other. For example, mountain ! goat and mountain NOT goat both find items containing the word "mountain" but not the word "goat." Items that contain both are not included.
"	All text found within quotation marks. For example, "mountain goats" finds all items containing the phrase "mountain goats." This does not work with documents or document references.
?	Matches any one character. For example, jo?n finds all items containing the word "john," "joan," "join," and so on.
*	Matches zero or more characters. For example, mountain* finds all items containing the words "mountain," "mountains," "mountainous," and so on.
/NOCASE (default)	Items containing a specific word, regardless of case. For example, /NOCASE ZOO finds both "Zoo" and "zoo."
/WILDCARD (default)	Items containing the search terms where * and ? are treated as wildcard characters. For example, /WILDCARD jo?n finds "john", "joan", and "join."

Using Filter and Rule Operators

The available operators depend on the field you have selected in the first drop-down list.

Operator	Example	Result Includes
= Equal To	Item Type = Mail	Only mail messages.
! Not Equal To	Item Type ! Appointment	All item types except appointments.
< Less Than	Number Accepted < 4	Items in which fewer than 4 recipients accepted.
<= Less Than or Equal To	Number Accepted <= 4	Items in which 4 or fewer recipients accepted.
> Greater Than	Number Read > 6	Items that more than 6 recipients read.
>= Greater Than or Equal To	Number Read >= 6	Items that 6 or more recipients read.
= Equal to Field	Number Accepted = Total Recipients	Items in which the number of recipients that accepted equals the total number of recipients.
! Not Equal to Field	Number Read ! Number Accepted	Items in which the number of recipients who read the item is not equal to the number of recipients who accepted.
< Less Than Field	Number Opened < Total Recipients	Items where the number of recipients who opened the item is less than the total number of recipients.
<= Less Than or Equal to Field	Number Opened <= Total Recipients	Items where the number of recipients who opened the item is less than or equal to the total number of recipients.
> Greater Than Field	Number Opened > Number Deleted	Items in which the number of recipients who have opened the item is greater than the number of recipients who have deleted the item.
>= Greater Than or Equal to Field	Number Opened >= Number Deleted	Items where the number of recipients who have opened the item is greater than or equal to the number of recipients who have deleted the item.
[ ] Includes	Item Status [ ] Completed	Items that have been completed.
! Does Not Include	Item Status ! Accepted	Items that have not been accepted.
[ ] Contains	From [ ] Bill	Items where the From field contains "Bill" such as items from Bill Jones, Bill Smith, and so on. Contains does not support wildcard characters.
[x] Does Not Contain	From [x] Bill	Items where the From field does not contain "Bill" such as items from Bill Jones, Bill Smith, and so on. Does Not Contain does not support wildcard characters.
\|-> Begins With	To -> cli	Items where the To field begins with "cli" such as "Client Group" or "Clive Winters".
= Matches	Subject = customer reports	Items where the Subject line reads "Customer Reports".
= On	Created = Today	Items that were sent today.
>= On or After	Created >= Yesterday	Items that were sent yesterday or later.
> After	Created > Yesterday	Items that were sent later than but not including yesterday.
< Before	Due/End Date < Tomorrow	Tasks that are due before tomorrow.
<= On or Before	Due/End Date <= Tomorrow	Tasks that are due tomorrow or earlier.
-> Within	Due/End Date -> 3 Day	Tasks that are due between and including today and three days after today.
<- Previous	Due/End Date <- 3 Day	Tasks that were due between and including today and three days before today.
= On Date	Created = 5/29/03	Items that were created on May 29, 2003.
> After Date	Created > 5/29/03	Items that were created after May 29, 2003.
>= On or After Date	Created >= 5/29/03	Items that were created on or after May 29, 2003.
< Before Date	Created < 5/29/03	Items that were created before May 29, 2003.
<= On or Before Date	Created <= 5/29/03	Items that were created on or before May 29, 2003.

Understanding Filter and Rule Fields

The following table explains many of the fields available to you when you're creating a filter or a rule. Other user-defined fields might also be available.

For information about the fields that are available when you filter the Contacts folder, see Contact Fields.

Field Name	This Field Refers to:	Field Criteria Entry
Account	The account used to send or the account the item was received from.	Specify GroupWise, POP3, IMAP, or NNTP.
Assigned Date	The start date of a task.	Depending on the operator, you can specify a time period that the task falls within, or specify an exact date.
Attachment List	Types of attachments such as files, sounds, movies, or OLE objects.	Select an attachment from the drop-down list.
Attachments	Attachments containing certain text or phrases that you specify.	Specify attachment text.
Author	The name of the person who authored a document.	Specify the document author's name.
Caller's Company	Text appearing in the Caller's Company box of a phone message.	Specify a company name.
Caller's Name	Text appearing in the Caller box of a phone message.	Specify a caller name.
Caller's Phone Number	A phone number appearing in the Phone box of a phone message.	Specify a phone number.
Category	The category assigned to an item.	Specify an existing category.
Copy Type	The type of message a user receives (To, CC, or BC).	Select To, CC, or BC from the drop-down list.
Created	The date you clicked the Send button or posted an item to your Calendar.	Depending on the operator, you can specify a time period that the item falls within, or specify an exact date.
Date Opened	The date a document was last opened.	Depending on the operator, you can specify a time period that the document falls within, or specify an exact date.
Delivered	The date and time that the item appeared in the recipients' Mailboxes.	Depending on the operator, you can specify a time period that the item falls within, or specify an exact date.
Document Created Date	The date the document was created.	Depending on the operator, you can specify a time period that the item falls within, or specify an exact date.
Document Creator	The name of the person who created the document.	Specify the document creator's name.
Document Number	The number of a document.	Specify an integer.
Document Type	The type of a document in the library such as a form, expense report, or memo.	Specify a document type.
Due / End Date	The date that a task is due, or the end date and time of an appointment.	Depending on the operator, you can specify a time period that the task or appointment falls within, or specify an exact date.
Filename Extension	The filename extension of a document in a library.	Specify a filename extension (for example, .exe).
From	The name of a person in the From box of an item.	Specify the From box name.
Item Source	Whether the item was received, sent, posted, or a draft.	Select the item source from the drop-down list.
Item Status	Whether an item has been accepted, completed, opened, read, marked private, or the subject is concealed.	Select the item status from the drop-down list.
Item Type	Types of items such as mail messages, appointments, and so on.	Select the item type from the drop-down list.
Library	The library in which documents are stored.	Select the library from the drop-down list.
Message	Text appearing in the Message box of an item.	Type part or all of the Message box text.
My Subject	Text appearing in the My Subject field of the Personalize tab.	Specify part or all of the My Subject text.
Number Accepted	The number of recipients that have accepted an item you've sent.	Depending on the operator, you can specify an integer or select a variable from the drop-down list.
Number Completed	The number of recipients that have completed an item you've sent.	Depending on the operator, you can specify an integer or select a variable from the drop-down list.
Number Deleted	The number of recipients that have deleted an item you've sent.	Depending on the operator, you can specify an integer or select a variable from the drop-down list.
Number Opened	The number of recipients that have opened an item you've sent.	Depending on the operator, you can specify an integer or select a variable from the drop-down list.
Number Replied	The number of recipients that have replied to an item you've sent.	Depending on the operator, you can specify an integer or select a variable from the drop-down list.
Opened By	The name of the person who last opened this version of a document.	Specify a name.
Place	Text appearing in the Place box of an appointment.	Type part or all of the Place box text.
Posted By	Name appearing in the From box of a posted item.	Specify the From box name.
Priority	The priority of an item, either high, standard, or low.	Select the priority from the drop-down list.
Send Options	Items with a reply requested send option.	Select the option from the drop-down list.
Size	The size of an item including its attachments.	Specify an integer.
Started	The start date of a task. When a task is carried forward to the next day, the start date becomes the new date.	Depending on the operator, you can specify a time period that the task falls within, or specify an exact date.
Subclass	Other items such as forms, custom messages, and C3PO programs.
Subject	Text appearing in the Subject box of an item.	Specify part or all of the Subject box text.
Task Category	The alphabetical priority of a task (A, B, C, and so on).	Specify a single letter.
Task Priority	The numerical priority of a task (1, 2, 3, and so on).	Specify an integer.
Thread State	The "state" assigned to an item in a message thread.	Specify Read, Watch, or Ignore.
To	A person's name appearing in the To box of an item.	Specify a To box name.
Total Recipients	The total number of recipients of an item.	Depending on the operator, you can specify an integer or select a variable from the drop-down list.
Version Created Date	The date a specific version of a document was created.	Depending on the operator, you can specify a time period that the document falls within, or specify an exact date.
Version Creator	The name of the person who created this version of a document.	Specify the document creator's name.
Version Description	The description of the document version.	Specify a document version description.
Version Number	The version number of the document.	Select the version from the drop-down list, or click Select Version and specify the version number.
Version Status	The current status of a document.	Select a status from the drop-down list.
View Name	The name of the view in which you're creating or reading an item. The view names correspond to the names displayed when you click the down-arrow next to the item view buttons on the toolbar.	Specify a view name.

Contact Fields

If you filter from within the Contacts folder, you can filter by any of the information in a contact record, for example, department, middle name, title, and so forth. You can also filter by the post office, domain, or Internet domain of the contact. If your Contacts folder shows contacts from the Frequent Contacts address book, you can filter by Last Reference (the last date you received an item from this contact) and Reference Count (the total number of times you have received items from this contact).