- From the main window, select Tools / Options / Security.
- Click the Password tab.
- In the Old Password box, type in the password that you wish to change.
- Press tab
- Type in the new password you want to use.
- Type it again to confirm it
- Click OK.
- Click Close.
To cancel an email account please fill out this form and send it to Academic Computing. Please note that accounts will be deleted immediately upon receipt of the form. At that time all messages and address book entries will be lost. If there is anything that you want to save do so prior to sending the cancellation request. You are responsible for notifying people that your address has changed. No messages will be forwarded from canceled accounts. Once an email account has been deleted a new account of the same name can be created, however the messages of the old are lost and cannot be recovered.
If your name changes and you want to change your email address you need call Academic Computing (460-6161) to request that your email account be changed.
All information in the address book, except for your name, is pulled from the USA Payroll master file. If you see that any of this information is incorrect please contact your Human Resources department. You will need to complete an "Academic Staff Change Form" to have your information corrected.
To change the way your name displays please send an email to acad@jaguar1.usouthal.edu. Name prefixes and suffixes such as Mr., Dr., Ph.D., etc. are not displayed.
Only under extreme circumstances, where the message is of significant importance to the University, and cannot be recovered by other means (for example, by having the originator resend it).
GroupWise backups are not made by individual message, and restoring individual messages is very time consuming, will cause disruption of email delivery services to your account, and may well cause loss of new incoming messages. In general, our policy is that we make backups to preserve the integrity of the email system, not for recovery purposes of individual messages.
We will generally NOT restore inboxes if a specific message is lost because of user error. That is the purpose of the "trash" facility. If an inbox is corrupted or there is some other system failure, we will certainly make an effort to restore it, but it is not practical for us to restore individual messages.
Yes, although there are some special considerations. First, you must have a high-speed internet connection such as DSL or cable modem. The client requires too much bandwidth to work properly over a dial-up connection. Also, when you run it the first time it will ask you for an address and port number. The address should be gwremote.usouthal.edu and the port should be 1677.
It is a known issue that GroupWise webmail does not work with the AOL web browser. If you are using AOL then you will need to connect to the internet the same as you normally do then use a different web browser such as Internet Explorer to access web mail.
- Open Internet Explorer 7
- Click Tools > Internet Options > Advanced
- Make sure Use SSL 2.0 is checked
- Click OK
Security features in Internet Explorer running under Windows Vista may cause difficulties when browsing to the GroupWise WebAccess client at http://groupweb.usouthal.edu/ . To remedy this problem, you need to turn on Use SSL 2.0 in Internet Explorer 7.
Messages
How long is my email stored?
The GroupWise system has a disk space policy that was implemented on February 8th, 1999 in response to the rapid growth of message traffic and the resulting storage space requirement for this high volume of messages. All messages older than 90 days will be automatically deleted on a nightly basis. Therefore, if you wish to retain any such items for longer than an 89 day period, you should Archive and/or Save your messages on your own hard drive or some other local storage device (e.g., a zip drive, tape, drive, etc.), or a server belonging to your department (if one is available to you.)
Furthermore, you should update the backup procedures you run on your personal computer to include the new directories and/or files in which you archive or save your messages. NOTE: Moving messages into separate GroupWise folders does NOT protect them from the 90 day purge policy. You must explicitly "Archive" or "Save" them.
Because the Archive method provides for maximum flexibility and management from GroupWise, we recommend you consider it first. Items that are "Archived" are placed in GroupWise message folders on your local drive or server; you can access and search these using your GroupWise client. They are not accessible by programs other than GroupWise. They may subsequently be "Saved" if you so desire. The Save method is primarily used if you want to store a single item (mail or phone message, appointments, notes, or tasks) on a local drive, or desire to export a message's contents to another program such as WordPerfect. In short, to keep a message in GroupWise, but move it to your own hard drive, use the Archive method.
To move a copy of the message outside GroupWise, but save the message contents for future reference, use the Save method. NOTE: Items that are Saved or Archived to your PC are not protected by the GroupWise system backup. If you wish for this data to be protected then you need to see that it is backed up.
- In the primary GroupWise window choose the Tools menu, then choose Options, double-click Environment, single-click on the File Location tab.
- Type a drive and directory in the "Archive Directory" field (e.g., "c:\gwarchive\" or "c:\MyDocuments\"). At this time it is also recommended that you type a drive and directory in the "Save, check out" field (e.g., "c:\gwsave\" or "c:\MyDocuments\"). If you wish to use a departmental server, request the appropriate information from the person who manages the server for your department.
- Click "Ok" to close the File Location and Environment windows. You will be prompted to create any new directories you may have specified. By default, the GroupWise client will also attempt to create a "cache" directory for you; you can allow this directory to be created although our implementation of GroupWise does not utilize it.
- Click "Close" to close the "Options" window.
Use File Location under Tools, Options, Environment, to tell GroupWise where to archive your files. You will only need to do this once. Do the following:
- Open the Mailbox, Sent Items folder, Trash, or Calendar, containing the items to be archived.
- Select one or more items in your Mailbox, Sent Items folder, Trash, or Calendar by pressing the "CTRL" key while clicking on the desired items. To deselect an item do the same, press the "CTRL" key while clicking on the desired item.
- Choose the Actions menu, then choose Archive.
To archive one or more items, do the following:
You may also archive items while reading them by clicking on the Actions menu item, then selecting Archive from the pop-up menu.
- Click Tools > Options.
- Double-click Environment > click the Cleanup tab.
- Select Auto-Archive After for the item type you want.
- Specify the number of days after the item is delivered or completed that you want it to be archived. You will certainly want this to be less than 90 days, which is the default purge period at USA.
- Click OK.
- Items which you archive are NOT protected by the GroupWise system backup; it is your responsibility to backup your archive files.
- Archiving can take place only while your client is running – if you are out of the office for two weeks and your computer is powered off, no archiving will take place.
- The GroupWise archive is protected by GroupWise encryption and your GroupWise password, and you need access to the GroupWise system to open your archive. GroupWise provides some facility for exporting archived messages, but there are also external packages you can purchase, such as Transend Migrator ®, which offer more output options.
- For the latest information on automatic archiving, you might want to check the built-in Help information in your GroupWise client.
Please remember:
- Open the Mailbox, Sent Items folder, Trash, or Calendar, from which the items were archived.
- Choose the File menu, then choose Open Archive. Alternatively, you may choose Open Archive first from the main screen, and then select the appropriate folder.
Choose the File menu, then choose Open Archive (notice the checkmark).
- Open the Mailbox, Sent Items folder, Trash, or Calendar from which the items are to be saved.
- Select the Item you want to save.
- Choose File (located on the Menu Bar), then choose Save As.
- Confirm that the items listed in the Items to Save field corresponds to the item(s) you wish to Save.
- Type a name for the item in the Filename text box. GroupWise provides a filename using the Subject line with a .doc extension. You can use this name or type a different filename.
- Choose Browse if you want to save an item in a different directory than is shown on the Current Directory. Alternatively, you can key in a fully qualified directory path (e.g., "c:\mysavedocs").
- Select Report Filename Conflicts if you want GroupWise to prompt you to replace an existing file with the same name. Otherwise, GroupWise may overwrite an existing file without asking you first.
- Choose Save, then choose Close.
- Click Tools > Options
- Double-click the Environment icon
- Select the General tab
- Place a checkmark next to Launch Notify at startup
- Click OK
GroupWise Notify is a seperate program that displays a pop-up window to the screen when you receive an email or an appointment time nears. It can be started manually but most people who use it set it to run at startup.
Here's how:
- Click Tools > Check Mailbox Size...
- Select one of the 4 Views
- Click the column header to sort by that column (size is usually the most useful)
- Select one or more records
- Click the Delete button
GroupWise email accounts are limited to a maximum size of 500 MB. Once your mailbox exceeds this limit you will be unable to send mail. New incoming messages will still be delivered to your mailbox. In order to send new messages you must delete enough stored email to bring your total mailbox size to below 500 MB. The easiest way is to use the Check Mailbox Size utility.
Attachments
What is an attachment?
- You know the sender
- You were expecting the attachment
- You know the sender intended to send the attachment
- You know the purpose of the attachment
An attachment is a file that is sent along with an email (symbolized in GroupWise and many other email programs by a paperclip in your inbox). It can be anything from a document, to a program. Often times these days it is a virus. Unfortunately paranoia is the rule of the day. Always assume that any attachment you get may be infected. The only time it is safe to open an attachment is when all of these conditions are met:
These points need to be verified outside of the email itself. You don't take advertising at face value, so treat email with the same suspicion. If you are unsure about any of these points then call or email the sender and ask for verification. If they did not mean to send it, delete the email immediately.
From the New Mail window, click on the icon that looks like a paper clip. This opens a window that lets you find the file you want to attach. Select it, and click OK. The file is now attached to the email and you can send it as you normally would. Note that more than one file may be attached to a given email.
- Compress the file using a program such as WinZip and then email it.
- Burn it to a CD and mail it
- Upload it to a file server that the other party can access
- For large Word documents with lots of graphics, convert it to a .pdf file using Adobe Acrobat
The maximum size for an attachment in the GroupWise email system is 15 MB. If you have a file that you want to send someone that is larger than this limit you will need to find a different means of transport. Some options include:
When you open an email that has an attachment the bottom of the window will be split and you will see two or more icons. The first icon will say "Message"; this is the actual email message. The other icons represent the attachments. The best way to access an attachment is to right-click on the icon and select "Save As." This will open a "Save As" dialog where you can save the attachment to your "My Documents" folder or somewhere else on your computer. Once this is done, you may access the attachment like any other file on your computer.
Spam
As a rule the University does not change email addresses due to excessive spam. Spam is an unfortunate fact of having an email address. There are ways to filter and remove spam and we provide instructions for doing so below.
GroupWise has an internal system for handling junk mail. This includes the Junk List and the Block List. When you receive an email from an address or domain that is listed in the Junk List that message will be automatically routed to your Junk Mail folder. When you receive an email from an address or domain that is listed in the Block List that message will be bounced back to the sender with a message saying the email was undeliverable. For more detailed information on how to use this feature look in the GroupWise Help screens.
WARNING: Be very careful using this feature. It is easy to mistakenly junk or block a legitimate address or domain.
- Right-click the Junk Mail Folder, and select "Junk Mail Handling"
- Check the "Automatically delete items from the Junk Mail Folder" box
- Set the retentions interval to the number of days you desire - we recommend 14 days as a start.
The Junk Mail Folder is part of the GroupWise Junk Mail Handling. It is the location to which messages from addresses and domains listed in the Junk List will be routed. You can automatically age out items in the Junk Mail Folder.
- Go to Tools / Rules
- Click the New button
- Enter an appropriate Rule Name, such as "Spam"
- Verify that "When event is" is set to "New Item" and the "Received" box is checked under "And items are"
- Check "Mail" under "Item Type:"
- Click the "Define Conditions" button
- Select "Subject" for the first box
- Set the middle button to "begins with "
- Type [SPAM:* in the second box.
- Set the last button to "End."
- Click OK to accept the selection
- Click the "Add Action" button and select "Move to Folder "
- Find and check the box next to the Junk Mail folder.
- Click "Move" to accept the selection
- Click Save to save the rule
- Set the rule as active
- Close to close the Rules Window
Here is an example of how to create a rule to move messages identified as spam into the Junk Mail folder:
- Go to Tools / Rules
- Click the New button
- Enter an appropriate Rule Name, such as "Move Spam"
- Verify that "When event is" is set to "New Item" and the "Received" box is checked under "And items are"
- Check "Mail" under "Item Type:"
- Click the "Define Conditions" button
- Select "Subject" for the first box
- Set the middle button to "contains"
- Type a key word in the second box that is most likely only in spam such as " viagra."
- Set the last button to "End." If you want to expand this rule to include several key words set the last button to "Or" and repeat steps 9 & 10 as needed.
- Click OK to accept the selection
- Click the "Add Action" button and select "Move to Folder "
- Find and check the box next to the Junk Mail folder.
- Click "Move" to accept the selection
- Click Save to save the rule
- Set the rule as active
- Click Close to close the Rules Window
The USA Spam Identification system is not perfect. Some spam messages will invariably get through without being tagged. Here is an example of how to create a rule to automatically move those spam messages into the Junk Mail Folder. You may need to modify or enhance this model to fit your specific needs.
If you find that email from a specific sender is frequently misclassified as spam, you can create an exception for that rule. If, for example, you wish to exclude drx@elsewhere.edu, edit your spam rule such that the first line in Define Conditions is as described above, but change the last button of that line to "AND". On the next line, select "From" in the first field, change the middle button to "does not contain" and put the address for drx in the second field, and save the rule. You may add a number of such exceptions.
Advanced
Proxy: What is "proxy"?
When you give someone else the ability to read or write email, appointments, or tasks in your GroupWise account it is called giving them "Proxy." This feature is used by some departments to allow multiple people to access a departmental email account.
TOP
- Login to your account
- Go to Tools / Options / Security
- Select the "Proxy Access" tab
- Using the Address Selector next to the Name Field, find the user that you want to have access to your account
- Click Add User to add the user to the Access List below
- Repeat steps 5 & 6 for each user that will need to proxy to this account
- Highlight each user in the Access List and assign them the desired rights by checking the appropriate boxes below
- Click OK and then Close
- Log into your account
- Go to File / Proxy
- Select the user in the Proxy List or find them using the Address Selector
- Click OK
Rules are a very useful feature in GroupWise that allow you to automatically process incoming messages. The two most common uses for rules are for Vacation Auto-Reply Messages and Automatic Message Forwarding. There are two parts to using a rule. First you must create the rule. Then you must enable or disable the rule. See below for examples and instructions.
- Go to Tools / Rules
- Click the New button
- Enter an appropriate Rule Name, such as "Out of Office"
- Verify that "When event is" is set to "New Item" and the "Received" box is checked under "And items are"
- Check "Mail" under "Item Type:"
- Click the "Add Action" button and select "Reply"
- Click OK for the first Reply window.
- Enter an appropriate message for people to see when they send you an email, such as "I am on vacation till 6/8/04. If you need immediate assistance please contact Bob Smith at 555-1234"
- Click OK to accept the auto-reply message
- Click Save to save the rule
- Click Close to close the Rules Window
Here is an example of how to create a rule for an auto-reply message.
Be sure to enable the rule when you want it to become active. Please note that to prevent mailing loops, GroupWise keeps a record of who a reply has been sent to, and makes sure that a reply is sent only once to that user. Individuals who participate in mailing lists may wish to suspend their list subscriptions while on vacation, or add constraints to their vacation rule to prevent auto-replies to the list. For a full description of the workings of the vacation auto-reply and how to apply constraints to your rule, we recommend that you go to the Help Topics tab within the GroupWise program and search on "vacation rule".
Rules: How do I automatically forward email from my GroupWise account?
- Go to Tools / Rules
- Click the New button
- Enter an appropriate Rule Name, such as "Forward to Home"
- Verify that "When event is" is set to "New Item" and the "Received" box is checked under "And items are"
- Check "Mail" under "Item Type:"
- Click the "Add Action" button and select "Forward"
- Enter the email address to which all messages should be forwarded in the "To:" field
- Click OK
- Click Save to save the rule
- Click Close to close the Rules Window
Here is an example of how to create a rule to forward email to different email account.
Be sure to enable the rule when you want it to become active.
- Go to Tools / Rules
- Highlight the rule that you want to enable/disable
- Click Enable/Disable
- Click Close
When you want a rule to become active you must enable the rule. When you no longer want the rule to apply you must disable the rule.
If your device has the ability to access the web, you may check your email by pointing your browser to http://groupweb.usouthal.edu/gw/webacc. Alternately, if your device can connect to a Microsoft Exchange email system you can connect directly to GroupWise. First you will need to send an email to acad@jaguar1.usouthal.edu requesting that your account be configured to work. Please include your name, email address and the device's operating system.
- On your device, go to the Main icon screen.
- Select Settings / Mail / Add Account
- Choose Microsoft Exchange option
- Enter the following information
- Email = your email address
- Username = your email address
- password = mobile01
- NO DOMAIN
- Click Next and enter "gwnotify.usouthal.edu" in the server field
- Click Finish of Done to proceed
Once your account is enabled follow these instructions
If everything was entered correctly, your device should sync and you will begin receiving emails from this point forward. Only new messages will appear. You can send yourself a test message to test it out. If you have any problems, call Academic Computing at 460-6161.
- Click the "Address Book" button on the toolbar.
- Click the personal address book you want to add this group to.
- Click the New button on the toolbar
- Select Group and click OK.
- Type a name for the group.
- Type comments, such as a description of the group.
- Click the Add button.
- Select the address book you want to pull the members of the group from
- Find and double-click the users to add them to the group.
- Click OK twice.
- Click the "Address Book" button on the toolbar.
- Click the personal address book where the group is.
- Select the group that you want to export
- Select the menu option File / Export
- Click the "Slected Items..." button
- Designate a name and location to which export the group. (Neither the file name nor the location is important so long as it is meaningful to you and you are able to find the file later.)
- Click OK
- Click the "Address Book" button on the toolbar.
- Click the personal address book where you want the the group to exist.
- Select the menu option File / Import
- Find the *.NAB file that you want to import
- Click OK
- Make sure that you have the latest version of GroupWise installed. Go here to download and install the latest version.
- Make sure that you have the 'Calendar" item selected in the tree view to the left. It is possible to print the calendar when you have some other item, such as the "Mailbox", selected however the calendar may print out blank.
If your calendar prints blank even whenyou know that you have appointments entered you should do two things.
I access my GroupWise from a web enabled phone but the page does not display properly. How do I fix this?
Try changing the browser address to "http://groupweb.usouthal.edu/servlet/webacc?user.interface=simple" instead of "http://groupweb.usouthal.edu/servlet/webacc?user.interface=frames"
GroupWise uses an older version of the file mapi32.dll. This is a file that is used by many different applications in the Windows operating system. If GroupWise finds th ewrong version of this file on your PC then it can cause many differnt errors. Below is a link to the mapi32 that should be installed onyou PC.
If you are getting errors that refer to the mapi32.dll try placing this file in C:\windows\system32 directory. Click here to download: http://jagmail.usouthal.edu/downloads/mapi32.dll
- Go to Start / Contorl Panel / Internet Options / Programs.
- In the drop-down box next to E-mail select "Novell GroupWise"
- Click OK
- Test it here: acad@jaguar1.usouthal.edu
If you are lucky you can follow these steps and it will fix it.
If this does not fix it then you are unlucky. A manual fix can be found here. Please note that this requires modifying the registry. Changing the wrong thing in the registry can cause your PC to stop working altogether. If you are not comfortable doing this call Academic Computing for help.
- Use Add/Remove Progams to remove all GroupWise software that you can. This includes any add-ons e.g. "browser integration" and "tip of the day".
- Download, unzip, and run the following tool: http://jagmail.usouthal.edu/downloads/GWCleaner.zip
- Restart the computer.
- Rename the directory C:\Novell\GroupWise to C:\Novell\GroupWise_old
Sometimes GroupWise can become so corrupt that it cannot be uninstalled. In these cases we have found the GWClean tool helpful. Follow these steps to reinstall GroupWise.
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