8.5 Using Groups to Address Items

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 system 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 system 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.

Groups are marked with the Group icon icon, and are displayed in both the left and right panes of the open address book.

This section contains the following topics:

8.5.1 Creating and Saving a Personal Group

  1. In the Main Window, click Address Book toolbar icon on the toolbar.

  2. Click the personal address book you want to add this group to.

  3. Click New on the toolbar, click Group, then click OK.

    New Group dialog box

  4. Type a name for the group.

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

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

  7. Click To, CC, or BC, double-click or Ctrl+click and drag the users and resources for your group.

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

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

  9. Click OK twice to save the group in the personal address book.

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 Book toolbar icon on the toolbar.

    Address Selector dialog box

  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 filter the list of entries by 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, 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, then select the address book.

    New Group dialog box

  5. Type a name for the group.

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

  7. Click OK twice.

8.5.2 Addressing Items to a Group

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

    Address Selector showing a group

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

  3. Repeat as necessary.

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

  5. To see more information about the group, right-click the group, then click Details.

  6. Click OK to return to the item view.

8.5.3 Adding and Removing Contacts from a Personal Group or Corporate Distribution List

If you are adding for removing contacts from a corporate distribution list, you must have the proper rights granted to you by the system administrator.

  1. In the Main Window, click Address Book toolbar icon on the toolbar. In the left pane, click + to expand the address book the group is located in, then click the name of the address book.

    or

    Click Address toolbar icon on the toolbar in an item you are composing.

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

    Groups are marked by the Group icon icon and display in the right and left panes of the Address Book.

  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 filter the list by contacts, groups, or resources.

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

  5. Click the Match drop-down list, 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. To delete a contact, click the name in the Selected list, then click Remove.

  9. Click OK twice to save the group.

8.5.4 Viewing Group Information

  1. In the Main Window, click Address Book toolbar icon on the toolbar. In the left pane, click the address book where the group is located. Click + to expand the address book.

    or

    Click Address toolbar icon on the toolbar in an item you are composing.

    or

    Click the Contacts folder Contacts folder icon in the Folder list.

  2. Right-click the group, then click Details. Groups are marked with the Group icon icon.

  3. Click the Details tab.

    Group dialog box showing the Details tab

8.5.5 Deleting a Group from a Personal Address Book

  1. In the Main Window, click Address Book toolbar icon on the toolbar. In the left pane, click the address book where the group is located. Click + to expand the address book.

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

    Groups are marked with the Group icon icon.

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