3.1 Sending E-Mail

When you send an e-mail message from GroupWise, you can send the message either as text or HTML. Additionally, you can choose to attach a file, add a signature or vCard to the message, and spell check the message before it is sent.

The address book and name completion help you to quickly and easily find the contacts you need when sending an e-mail message.

3.1.1 Selecting the Default Compose View and Font

By default, GroupWise provides the HTML Compose view for composing items. The HTML view offers a broad selection of fonts, point sizes, and colors; text formatting options that include paragraph styles, indentation, bulleted lists, numbered lists, hyperlinked text, and horizontal lines; and image options for embedded images and background images.

If you prefer a simpler editing environment, you can use the Plain Text Compose view.

  1. Mac: Click GroupWise > Preferences.

    Linux: Click Tools > Options.

  2. Click Environment > General.

  3. Under Default Compose View & Font, select Plain Text or HTML.

  4. (Optional) Select the default font and font size to use.

  5. Click OK.

HINT:In a new item you are composing, you can change your Compose view for that one item by clicking View > Plain Text or View > HTML.

3.1.2 Composing E-Mail

  1. Click New Mail on the toolbar.

    You can select a different mail view by clicking the down-arrow next to New Mail.

  2. In the To field, type a username, then press Enter. Repeat for additional users.

    or

    To select usernames from a list, click Address on the toolbar, double-click each user, then click OK.

  3. If necessary, type usernames in the CC and BC fields.

    CC (Carbon Copy): Carbon copy recipients (CC) receive a copy of an item. CC recipients are users who would benefit from the information in an item, but are not affected by or directly responsible for it. All recipients can see that a carbon copy was sent. They can also see the names of the CC recipients.

    BC (Blind Copy): Blind copy recipients (BC) receive a copy of an item. Other recipients receive no information about blind copies. Only the sender and the blind copy recipient know that a blind copy was sent. If a recipient replies and chooses Reply to All, the blind copy recipient does not receive the reply.

  4. To change the From name (to another account or proxy), click From, then click a name.

  5. Type a subject.

  6. Type a message.

    You can specify many options, such as making this message a high priority, requesting a reply from the recipients, and more, by clicking the Send Options tab.

    When you use the Categories option, only the four default categories carry over to the recipient.

  7. Include any attachments by clicking Attach a File on the toolbar.

  8. Click Send on the toolbar.

3.1.3 Formatting E-Mail

The formatting options you have when composing a message depend on the Compose View you have selected. The options described in this section apply to the message you are composing.

Formatting HTML E-Mail

The HTML functions help to add additional formatting to your e-mail. By using the HTML tools, you can produce more powerful and creative e-mail messages. Standard text features like font, underline, and italics are all available. Added to the toolbar are features like alignment and indentation and even more powerful features like adding pictures and tables.

HTML toolbar

If the recipient of the item is using the HTML Read view, he or she sees the e-mail as you formatted it. The recipient cannot change the font of an HTML-formatted item. If he or she is using the Plain Text Read view, HTML formatting is lost. However, the recipient can click View > HTML to display the message the way you formatted it.

Adding a Horizontal Line

  1. In an e-mail you are composing, select a location in the e-mail where you want the line to appear.

  2. Click the Insert a Horizontal Line or Link icon on the right end of the HTML toolbar to display the drop-down list, then click Insert horizontal line.

    A line appears in the e-mail.

Adding a Hyperlink to a Web Page

Hyperlinks connect a specific word or phrase to a specific Web site. A person clicks the hyperlink to go directly to a specified Web page.

  1. Open a new e-mail message.

  2. Click the Insert a Horizontal Line or Link icon on the right end of the HTML toolbar to display the drop-down list, then click Insert hyperlink to web page.

  3. Specify the text that you want to appear as a hyperlink in your message.

  4. Specify the URL you want to link to.

  5. Click OK.

    The link now appears in blue and is underlined, indicating that it is a link.

Linking to an E-Mail Address

  1. Open a new e-mail message.

  2. Click the Insert a Horizontal Line or Link icon on the right end of the HTML toolbar to display the drop-down list, then click Insert hyperlink to e-mail.

  3. Specify the text that you want to appear as a hyperlink in your message.

  4. Specify the e-mail address you want to open a new message for.

  5. Click OK.

    The e-mail address appears in blue and is underlined, indicating that it is a link.

Formatting Plain Text E-Mail

The formatting options are easily accessible from the Plain Text toolbar.

Plain Text toolbar

You can change the font, size, and color. You can use bold, italics, and underline. However, in the Plain Text Compose view, you cannot indent text, or insert hyperlinks and horizontal lines.

Changing the Font in the Plain Text View

  1. In an open item you are composing, click View > Plain Text.

  2. Click the Message field.

  3. Click Edit > Font, then click Font again.

  4. Select a font and a font style.

  5. Select a size.

  6. Select any other options you want to change, then click OK.

You can also bold, italicize, or underline portions of text by using toolbar buttons.

3.1.4 Spell-Checking Messages

There are two ways to spell-check the items you send. Both features check for misspelled words, duplicate words, and irregular capitalization in items you are creating.

Using Quick Speller

Quick Speller checks the spelling as you type, and underlines the words that are spelled incorrectly. When Quick Speller finds a misspelled word, you can replace it with a word that Quick Speller suggests or skip the word whenever it appears in that message. You can also add the word to a user word list.

Enabling Quick Speller by Default

  1. Mac: Click GroupWise > Preferences.

    Linux: Click Tools > Options.

  2. Click Environment > General.

  3. Select Check spelling as you type, then click OK.

    Deselect this option to disable Quick Speller.

Spell-Checking with Quick Speller

In the Subject or Message field:

  1. Mac: Control+click the misspelled word.

    Linux: Right-click the misspelled word.

  2. Click the correctly spelled word.

    or

    Click Learn Word to add the word to your dictionary.

    or

    Click Ignore Word to skip the word.

Disabling Quick Speller as You Compose an E-Mail

In the Subject or Message field:

  1. Mac: Control+click the misspelled word.

    Linux: Right-click the misspelled word.

  2. Deselect Check spelling as you type.

To re-enable Quick Speller:

  1. Mac: Control+click in the Subject or Message field.

    Linux: Right-click in the Subject or Message field.

  2. Select Check spelling as you type.

Using Spell Checker

You run Spell Checker separately from the process of composing an e-mail, either manually or by selecting to have it run when you click Send. When Spell Checker finds a misspelled word, you can replace it with a word Spell Checker suggests, edit the word manually, or skip the word. You can use Environment Options to set up Spell Checker to automatically spell check your messages before you send them.

Spell-Checking an Item with Spell Checker

  1. Click the Subject field or the Message field.

    or

    Select the text to spell-check.

  2. Click Tools > Spell Checker.

    Spell Checker dialog box

  3. To specify a dictionary, select a dictionary in the Dictionary drop-down list.

  4. When Spell Checker stops on a word, click any of the available options, or edit the word manually.

    You can choose from the following options:

    Replace: Replaces a misspelled word with a word Spell Checker suggests. To replace a misspelled word, double-click the word, or click the word and click Replace. To make your own corrections, edit the word in the Replace With box, then click Replace.

    Replace All: Replaces all instances of the same misspelled word with a word Spell Checker suggests. To replace the misspelled word, double-click the word, or click the word and then click Replace All. To make your own corrections, edit the word in the Replace With box, then click Replace All.

    Ignore: Ignores the word once. Spell Checker stops the next time it encounters the word.

    Ignore All: Ignores every occurrence of the word throughout the document. Spell Checker ignores the word until the next time you spell-check.

    Learn: Adds the word to the current user word list, which stores supplemental words so that Spell Checker can recognize the word in future spell-checks.

  5. Click Done when spell-checking is complete.

Spell-Checking Items Automatically with Spell Checker

You can spell-check items automatically every time you click Send.

  1. Mac: Click GroupWise > Preferences.

    Linux: Click Tools > Options.

  2. Click Environment > General.

  3. Select Check spelling before send, then click OK.

Configuring Spell Checker

You can modify the types of words the Spell Checker considers misspelled.

  1. Click the Subject field or the Message field.

    or

    Select the text to spell-check.

  2. Click Tools > Spell Checker.

  3. Click Options.

    The following options are available:

    Ignore Case: Ignores the case of words.

    Ignore Mixed-Case Words: Ignores words with capital letters that do not begin a word, such as “THe”.

    Ignore Words with Digits: Ignores words containing both letters and numbers, such as “2nd.”

    Ignore Duplicate Words: Ignores duplicate words, such as “the the.”

    Ignore URL-Like Words: Ignores words that look like URLs.

    Check Punctuation: Checks the punctuation of sentences for mistakes.

    Enable Auto-Replace: Auto-replaces words that are commonly misspelled.

    Enable Compound Words: Checks the spelling of compound words.

    Enable General Prefixes: Checks the spelling of prefixes.

    Enable Common File Extensions: Checks the spelling of common file extensions.

    Suggestions: Use this setting to specify if you want to favor speed over quality, normal, or favor quality over speed. All these settings effect the length of the suggestion list.

Selecting the Spell Checker Language

  1. Click the Subject field or the Message field.

    or

    Select the text to spell-check.

  2. Click Tools > Spell Checker.

  3. In the Dictionary field, select the language for Spell Checker to use, then click Done.

3.1.5 Attaching Files

Use Attach File to send one or more files to other users. You can attach files that exist on your hard disk, diskette, or network drive to an item you are sending. The recipients can open the attached file, save it, view it, or print it. If you change the attached file after you have sent it, the recipients do not see the changes.

If you attach a file that is password-protected, the recipient cannot open or view the attachment without entering the password.

  1. Open a new item.

  2. Fill in the To, Subject, and Message fields.

  3. Click File > Attach File and select the file or files you want to send.

  4. Mac: Click Open.

    Linux: Click OK.

  5. Click Send on the toolbar.

You can also attach a file or an item by dragging the file or item into the Attachment Window.

To remove an attachment before you send the item:

  1. Mac: Control+click the attachment.

    Linux: Right-click the attachment.

  2. Click Delete.

    If you delete an attached file, it is not erased from disk or network drive; it is simply removed from the attachment list.

Moving or deleting a file on a disk or network drive does not affect a file you have attached to an item and sent.

Showing Hidden Linux Files

In the Linux client, you can show hidden files when you view the file system from GroupWise, such as when you are attaching a file or saving an attached file. By default, this option is disabled.

  1. Click Tools > Options.

  2. Click Environment > General.

  3. Select Show hidden files, then click OK.

3.1.6 Adding a Signature or vCard

Use Signatures to insert a signature or tag-line at the end of items you send. For example, you can have GroupWise automatically list your name, phone number, and e-mail address at the bottom of every item you send. If you have a number of different accounts, including POP3, IMAP4, and NNTP newsgroup accounts, you can create a different signature for each account.

You can also have GroupWise automatically add a vCard, or virtual business card, to the end of messages.

Creating a Signature

  1. Mac: Click GroupWise > Preferences.

    Linux: Click Tools > Options.

  2. Click Send > Signature.

  3. Select Signature.

  4. Type the text that you want placed at the end of your sent items.

  5. Select whether you want to automatically add the signature or be prompted to add a signature for each item you send.

  6. Click OK.

Setting Up a vCard

vCards are electronic business cards formatted according to standards set by the Internet Mail Consortium. A vCard file has a .vcf extension, and you can add the file to your outgoing e-mail items. Third-party companies create software you can use to create vCards that include text, graphics, and sound. When you use GroupWise to generate your vCard, it uses the information from the fields in your Address Book listing.

  1. Mac: Click GroupWise > Preferences.

    Linux: Click Tools > Options.

  2. Click Send > Signature.

  3. Select Electronic business card (vCard).

  4. Select a custom vCard .vcf file provided by a third-party company.

    or

    Leave the field empty to compose a vCard based on your personal information in the GroupWise Address Book.

  5. Select whether you want to be prompted to add a vCard for each item you send.

  6. Click OK.

Adding the Signature or vCard to an E-Mail

If you selected Prompt before adding, you are prompted for a signature or vCard each time you send an e-mail. If you selected Automatically add, your default signature is automatically added to all e-mails. If you set up a vCard, your vCard is automatically added to all e-mails as well. You can have both a signature and a vCard at the same time.

Understanding Global Signatures

In addition to personal signatures, your system administrator can create a global signature for everyone to use on external Internet messages. If the system administrator requires the global signature, it is automatically appended to all items that are sent. If a global signature is available but not required, it is appended to your signature if you already use a personal signature. If you don’t have a personal signature, the global signature is added only if required. When you resend an item, the global signature is not automatically added to the message.

3.1.7 Saving Unfinished E-Mail

Understanding Auto-Save

When you compose a new message in GroupWise, items are automatically saved for you. This prevents the loss of any messages you are authoring if GroupWise unexpectedly shuts down. When GroupWise restarts, you have the option to recover these messages and finish composing them.

When you compose a new message in GroupWise, by default the message is automatically saved to disk every thirty seconds. The message is saved as a MIME file to:

/home/desktop_user/.novell/groupwise/groupwise_user/GWItemSave.eml

The filename increments if you are composing multiple messages simultaneously. When you save the message to your Work in Progress folder or close the item, the auto-saved message is deleted.

When GroupWise starts, if there are auto-saved messages in the /home/desktop_user/.novell/groupwise/groupwise_user directory, a window is displayed, providing the following options to deal with auto-saved messages:

Retrieve all saved messages into GroupWise: Recovers the auto-saved messages in GroupWise so that you can finish composing the messages.

Delete all saved messages: Deletes the auto-saved messages from disk. The information in them is permanently lost.

Ask again next time GroupWise is started: Retains the saved messages on disk but does not recover them in GroupWise. The next time that GroupWise is started, the same window reappears.

Enabling or Disabling Auto-Save

By default, Auto-Save is enabled.

  1. Mac: Click GroupWise > Preferences.

    Linux: Click Tools > Options.

  2. Click Environment > General.

  3. Select Disable auto-save to disable Auto-Save.

    or

    Deselect Disable auto-save to enable Auto-Save.

  4. Click OK.

Saving an Unfinished E-Mail

  1. In an open item click File > Save Draft.

  2. Click the folder you want to save the item to, then click OK.

The draft message is placed in the folder you chose in Step 2. The default folder for unfinished messages is the Work In Progress folder.

3.1.8 Selecting Send Options

Changing the Priority of E-Mail You Send

  1. To change the priority of one item.

    Open an item view, then click Send Options > General.

    or

    To change the priority of all items you send:

    Mac: Click GroupWise > Preferences > Send > Send Options.

    Linux: Click Tools > Options > Send > Send Options.

  2. Select High Priority, Standard Priority, or Low Priority.

    The small icon next to an item in the Mailbox is red when the priority is high, white when the priority is standard, and gray when the priority is low.

  3. Return to the item you are composing.

    or

    Click OK, then click Close to save the setting for all items.

Concealing the Subject of E-Mail You Send

You can hide the subject of an e-mail you send so the recipient does not see it until the e-mail is opened.

  1. To conceal the subject of one item:

    Open an item view, then click Send Options > Security.

    or

    To conceal the subject of all items you send:

    Mac: Click GroupWise > Preferences > Send > Security.

    Linux: Click Tools > Options > Send > Security.

  2. Select Conceal Subject.

  3. Return to the item you are composing.

    or

    Click OK, then click Close to save the setting for all items.

Delaying Delivery of an Item

When you delay delivery of an item, the item is delivered on the day and time that you specify. You can modify or retract the item before it is delivered, as described in Section 3.2, Managing Sent E-Mail.

  1. To delay the delivery of one item:

    Open an item view, then click Send Options > General.

    or

    To delay delivery of all items you send:

    Mac: Click GroupWise > Preferences > Send > Send Options.

    Linux: Click Tools > Options > Send > Send Options.

  2. Select Delay delivery.

  3. In the text box, specify how many days later you want the item delivered.

    or

    Select a date and time under Until.

  4. Return to the item you are composing.

    or

    Click OK, then click Close to save the setting for all items.

Setting an Expiration Date for E-Mail You Send

If you set an expiration date for e-mail you send to other GroupWise users, the message is automatically deleted from the recipient’s GroupWise Mailbox when the message expires.

  1. To set an expiration date for one item:

    Open an item view, then click Send Options > General.

    or

    To set an expiration date for all items you send:

    Mac: Click GroupWise > Preferences > Send > Send Options.

    Linux: Click Tools > Options > Send > Send Options.

  2. Select Expiration Date.

  3. Specify how long you want the message to remain in the recipient's Mailbox.

  4. Return to the item you are composing.

    or

    Click OK, then click Close to save the setting for all items.

Setting the Security Setting (Classification) for E-Mail You Send

A classification is a security setting that lets the recipient know if the item is confidential, top secret, and so forth. This information appears at the top of the item. A classification does not provide any encryption or additional security. It is meant to alert the recipient to the relative sensitivity of the item.

  1. To set the security for one item:

    Open an item view, then click Send Options > General.

    or

    To set the security for all items you send:

    Mac: Click GroupWise > Preferences > Send > Send Options.

    Linux: Click Tools > Options > Send > Send Options.

  2. Select a security setting from the Classification drop-down list.

    • Normal

    • Proprietary

    • Confidential

    • Secret

    • Top secret

    • For your eyes only

  3. Return to the item you are composing.

    or

    Click OK, then click Close to save the setting for all items.

Changing the MIME Encoding for E-Mail You Send

Many languages require different character encodings to display certain characters properly. In GroupWise you can change the encoding for items that you send. Many times this is necessary for the recipient to view the item correctly.

  1. To change the MIME encoding for one item:

    Open an item view, then click Send Options > General.

    or

    To change the MIME encoding for all items you send:

    Mac: Click GroupWise > Preferences > Send > Send Options.

    Linux: Click Tools > Options > Send > Send Options.

  2. Select your MIME encoding from the MIME Encoding drop-down list.

  3. Return to the item you are composing.

    or

    Click OK, then click Close to save the setting for all items.

3.1.9 Posting a Discussion Note

A discussion note is a message that is posted to your mailbox only. Discussion notes are a way of creating personal notes for yourself.

  1. Click File > New > Discussion/Note.

  2. Type a subject.

  3. Type a message.

    You can specify many options, such as making this message a high priority, by clicking the Send Options tab.

  4. Include any attachments by clicking Attach a File on the toolbar.

  5. Click Post on the toolbar.

3.1.10 Sending a Phone Message

A phone message is a note you can send to notify other GroupWise users of calls they received while they were out of the office or unavailable. Phone messages are stored in the recipient’s Mailbox. You cannot answer your phone from a phone message.

You can change the phone messages you receive into tasks, reminder notes, or other posted item views. This way, you can leave a record of the conversation on the date it was held (reminder note) or create a to-do item to complete at a later date (task).

  1. Click File > New > New Phone.

    You can place a New Phone Message button on the toolbar.

  2. In the To field, type a username, then press Enter. Repeat for additional users. If necessary, type usernames in the CC and BC fields.

    or

    To select usernames from a list, click Address on the toolbar, double-click each user, then click OK.

  3. Type the name, company, and phone number of the caller.

  4. Select the check boxes that apply to this phone message.

  5. Type the message in the Message field.

  6. To change the From name (to another account or proxy), click From, then click a name.

  7. Click Send on the toolbar.

HINT:You can place a New Phone Message button on the toolbar.