3.4 Managing Received E-Mail

3.4.1 Personalizing E-Mail

When you receive an e-mail message, you can click the Personalize tab to add personal information to the e-mail. You can change the subject, add a note, and select a category.

Changing the Subject of an E-Mail You Receive

If you personalize a subject, the new subject displays in your Mailbox and Calendar and in the Mailbox and Calendar of anyone who proxies for you. If you change the subject of an item in a shared folder, other users of the shared folder still see the original subject.

  1. Open an item from your Mailbox or Calendar.

  2. Click the Personalize tab.

  3. Type a new subject in the My Subject field.

To see the original subject, open the item and look in the Subject field in the item header.

When you perform a Find with a specific word in the Subject field, the Find results show items whose original subject or personalized subject contains this word. When you create an Advanced Find, use the Subject field to search for the original subject, and use the My Subject field to search for the personalized subject.

When you create a rule that looks for a specific word in the Subject field, the rule only looks at the original subject.

Adding a Note to an E-Mail You Receive

When you add a note to an e-mail you receive, the note is visible to you and anyone who proxies for you. You can only view the note only by using the Personalize tab for the e-mail.

  1. Open an item from your Mailbox or Calendar.

  2. Click the Personalize tab.

  3. In the My Notes field, type your note. The note is automatically saved when you leave the Personalize tab.

Assigning a Category to an E-Mail You Receive

See Using Categories to Organize Items.

3.4.2 Changing an E-Mail to Another Item Type

You can use Change To to convert an item in your Mailbox to another type of item. For example, you can change a mail message in your Mailbox to an appointment in your Calendar. The new appointment contains all the information from the mail message (such as To, CC, and BC lists, subject, and message text) that is applicable in the appointment.

When you change a mail or phone message to another type of item (such as an appointment or task), the original item is removed from your Mailbox and the new item is added in the appropriate location, such as the Calendar.

When you change an item, GroupWise displays the default item view selected in Environment Options.

  1. In your Mailbox, click the item you want to change.

  2. Click Edit > Change To, then click an item type.

    or

    Click Edit > Change To, click More, then click an item type. You can choose posted or group items.

    Posted items are sent directly to your Calendar. Group items are sent to the Mailboxes of individuals and groups the message is sent to.

  3. Type any necessary information.

  4. Click Send or Post on the toolbar.

When you change a mail or phone message to another type of item (such as an appointment or task), the original item is removed from your Mailbox and the new item is added in the appropriate location, such as the Calendar.

3.4.3 Saving Received E-Mail to Disk

  1. In your Mailbox or Calendar, click the item you want to save, then click File > Save As.

    Save dialog box

  2. Select the item and any attachments you want to save.

  3. Select the file format (txt, pdf, rtf, eml) to save the file in.

  4. Type a filename for the item in the Save file as field.

  5. To save the item in a different directory than is shown in the Current directory field, click Browse, then select the new directory.

  6. Select Report file name conflicts to be prompted before replacing a file with the same name.

  7. Click Save, then click Close.

Saved items remain in your Mailbox and Calendar as well as being copied to the location you specify. Items saved to disk are saved in the selected format so that they can also be opened in other programs. Attachments are saved in their original format.

You can also drag and drop an item from within GroupWise to the location where you want to save the file. For example, you could drag and drop a message into a project folder on your Windows desktop.

3.4.4 Deleting E-Mail

Use Delete to remove selected items from your Mailbox. You can also use Delete to retract items you have sent. You can retract mail and phone messages if the recipients have not read them or if they have not been sent to the Internet. You can retract appointments, reminder notes, and tasks at any time.

Deleting an Item from Your Mailbox

  1. In the Main Window, select one or more items, then press the Delete key.

    For information about customizing this functionality, see Section 2.5.3, Setting the Key Used to Delete Items.

  2. In the Sent Items folder, select the Mailboxes (your Mailbox, recipients’ Mailboxes, or all Mailboxes) where you want the item deleted. You cannot delete an item from a recipient’s Mailbox if he or she has already opened the item.

    You cannot delete an item that has been sent out across the Internet to another e-mail system.

  3. Click OK.

Deleting and Emptying Items from Your Mailbox

  1. In the Main Window, select one or more items, then click Edit > Delete and Empty.

    Deleted items are not moved to your Trash if you select this option; they are unrecoverable.

Confirming Deletion of Items

Use Item Deletion Confirmation to have GroupWise prompt you for confirmation each time you delete an item.

  1. Mac: Click GroupWise > Preferences.

    Linux: Click Tools > Options.

  2. Click Environment > General.

  3. Select the Item deletion confirmation check box, then click OK or Apply.

3.4.5 Archiving and Backing Up E-Mail

E-mail can accumulate rapidly. See Section 16.0, Maintaining GroupWise for long-term management strategies.