3.2 Managing Sent E-Mail

3.2.1 Working with Sent Items

You can track status information about an item in the Sent Items folder. Usually, this is turned on by default to track delivered and opened information. If you choose not to create sent items, GroupWise cannot track any information for sent items.

Listing Sent Items

You might want to display items you previously sent. For example, you can read a sent item, resend it with or without corrections, and in some cases, retract it (if it has not already been opened by the recipient).

  1. Click the Sent Items folder in the Folder List.

The icons next to an item give you helpful status information. See Identifying the Icons Appearing Next to Items.

All sent items reside in this folder unless they are moved to a folder other than the Mailbox or Calendar. If a sent item is moved to another folder, it no longer displays in the Sent Items folder. To display sent items that have been moved to other folders, open those folders.

If you are sending messages to non-GroupWise systems, remember that those systems must have status tracking capability in order to return the status of your outgoing message to your GroupWise system.

Displaying Sent Item Properties

Properties lets you check the status of any item you send. For example, you can see when an item was delivered and when the recipient opened or deleted the item. If a recipient accepted or declined an appointment and included a comment, you’ll see the comment in the Properties window. You also see if a recipient marked a task Completed.

The Properties window also shows information about items you receive. You can see who else received the item (except for blind copy recipients), the size and creation date of attached files, and more.

In your Sent Items folder:

  1. Mac: Control+click an item.

    Linux: Right-click an item.

  2. Click Properties.

  3. Scroll to the status information near the bottom of the Properties page.

If you are sending messages to non-GroupWise systems, remember that those systems must have status tracking capability in order to return the status of your outgoing message to your GroupWise system.

Configuring Sent Item Information to Track

  1. To change the sent information to track for an item:

    Open a new item, click Send Options > Status Tracking.

    or

    To change the sent information to track for all items you send:

    Mac: Click GroupWise > Preferences > Status Tracking.

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

    IMPORTANT:The Create a sent item to track information option is selected by default. It is highly recommended that you do not deselect it. If this option is not selected, no sent item is created when you send an item; therefore, you do not have copies of the items you send unless you save them yourself.

  2. Select the information to track:

    Delivered: Tracks when an item you have sent was delivered to a user’s mailbox.

    Delivered and opened: Tracks when an item you have sent was delivered and when it was opened by the recipient.

    All information: Tracks when an item you have sent was delivered, opened, deleted and emptied.

  3. (Optional) Decide if you want to Auto-delete sent item enabled. This removes sent items from your mailbox after all the recipients have deleted the items and emptied them from their Trash.

  4. Return to the item you are composing.

    or

    Select the information to track for each item type, click OK, then click Close to save the setting for all items.

If you are sending messages to non-GroupWise systems, remember that those systems must have status tracking capability in order to return the status of your outgoing message to your GroupWise system.

3.2.2 Retracting Sent E-Mail

Use Delete to retract a sent item from the recipient’s Mailbox. You can retract a mail or phone message from those GroupWise recipients who haven’t yet opened the item. You can retract an appointment, reminder note, or task at any time. However, items that have been sent out across the Internet to other e-mail systems cannot be retracted.

  1. Click the Sent Items folder in the Folder List.

  2. Mac: Control+click the item you want to retract.

    Linux: Right-click the item you want to retract.

  3. Click Delete.

    If you click Delete and Empty, items are deleted and purged, and they cannot be recovered.

  4. Select the appropriate option.

    • My Caching and Online Mailbox: Deletes the item from your caching and online mailbox.

    • My Caching Mailbox: Deletes the item from your caching mailbox.

    • Recipient’s Mailbox: Deletes the item from the mailboxes of all recipients, but not from your mailbox.

    • All Mailboxes: Deletes the item from your mailbox and the mailboxes of all recipients.

  5. (Optional) If you have selected to retract this item from other recipients’ mailboxes, type a comment to the recipients, explaining why the item was retracted.

  6. Click OK.

To see which recipients have opened your message, see Section 3.2.1, Working with Sent Items. E-mail cannot be retracted if it has already been opened.

3.2.3 Resending E-Mail

Use Resend to send an item a second time, perhaps with corrections.

  1. Click the Sent Items folder in the Folder List.

  2. Mac: Right-click the item you want to resend.

    Linux: Right-click the item you want to resend.

  3. Click Resend.

  4. If the item was an Auto-Date item, click This Instance or All Instances.

  5. Make any changes to the item, if necessary, then click Send on the toolbar.

  6. Click Yes to retract the original item.

    or

    Click No to leave the original item.

To see which recipients have opened your message, see Section 3.2.1, Working with Sent Items. E-mail cannot be retracted if it has already been opened.

3.2.4 Confirming Delivery of E-Mail You Send

GroupWise provides several ways to confirm that your item was delivered.

If you are sending messages to non-GroupWise systems, remember that those systems must have status tracking capability in order to return the status of your outgoing message to your GroupWise system.

Receiving Notification About Items You Send

If the receiving e-mail system is capable of returning notifications, you can receive notification when the recipient opens or deletes a message, declines an appointment, or completes a task.

  1. To get a return receipt for one item:

    Open an item view, click Send Options > Status Tracking.

    or

    To always get a return receipt for items you send:

    Mac: Click GroupWise > Preferences > Status Tracking.

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

  2. Select an item type.

  3. In the Return Notification section, specify the type of return receipt you want.

    You are automatically subscribed to Notify in Options. If you have deselected to receive alarms and notifications, you cannot receive notifications with Notify. For more information, see Section 8.2, Using Notify.

    If you are sending an item to an Internet address, you can click Enable delivery confirmation. If the receiver’s Internet e-mail system enables status tracking, you can receive status about the item you send.

  4. Return to the item you are composing.

    or

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

Requesting a Reply for Items You Send

You can inform the recipient of an item that you need a reply. GroupWise adds a sentence to the item stating that a reply is requested and changes the icon in the recipient’s Mailbox to a double arrow.

  1. To request a reply for one item:

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

    or

    To request a reply for all items you send:

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

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

  2. Click Reply requested, then specify when you want to receive the reply.

    The recipient sees Reply Requested icon next to the message. If you select When Convenient, “Reply Requested: When convenient” appears at the top of the message. If you select Within x Days, “Reply Requested: By xx/xx/xx” appears at the top of the message.

  3. Return to the item you are composing.

    or

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

Notifying Recipients About Items You Send

  1. To notify the recipients of one item:

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

    or

    To notify the recipients of all items you send:

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

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

  2. Click Notify Recipients.

    Users are automatically subscribed to Notify in Options. If they have deselected to receive alarms and notifications, they cannot be notified of messages you send.

  3. Return to the item you are composing.

    or

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

3.2.5 Tracking the Status of Send E-Mail

You can configure a single item to help you track its status. For example, for information about tracking the status of an e-mail, see Notifying Recipients About Items You Send.

You can also set up GroupWise to track the status of all items you send.

  1. Mac: Click GroupWise > Preferences.

    Linux: Click Tools > Options.

  2. Click Send > Status Tracking.

  3. From the Settings drop-down list, select the type of item you want to configure.

    You can track the status of:

    • E-Mail Messages

    • Appointments

    • Tasks

    • Reminder notes

  4. Select Create a sent item to track information.

    IMPORTANT:The Create a sent item to track information option is selected by default. It is highly recommended that you do not deselect it. If this option is not selected, no sent item is created when you send an item; therefore, you do not have copies of the items you send unless you save them yourself.

  5. Make sure that the type of status information you want to track is selected.

    The options are:

    • Delivered

    • Delivered and opened

    • All information (default, recommended)

  6. (Optional) Leave Auto delete sent item deselected.

    If you select this option, you lose your copy of the item you sent.

  7. In the Return notification group box, specify the type of return receipt you want.

  8. (Conditional) If you are sending an item to an Internet address, select Enable delivery confirmation, then select Send notification to my mailbox (if desired).

    If the receiver’s Internet e-mail system enables status tracking, you can receive status information about the item you send.

  9. Click OK.