> Add Checklist Options to Your Inbox
By Erno de Korte
Do you, like so many other people, "live" in your Inbox? And did you perhaps check out the Checklist Folder in GroupWise 6.5 and thought, "Oh, what a nice idea!" But after a few days you did not use it anymore? Or, maybe you don't know what the Checklist is. Checklist is really an alternative way to view almost any folder. You can add any items to the Checklist and from that point on, you can order these items yourself and assign due dates to them. (see figure 1.)
GroupWise 7.0 offers a new exciting option which allows you to add Group Labels to your Mailbox view. This option will automatically categorize your mail into sections such as Today, Yesterday, or any other date in the past.
Although some people might find the Checklist less useful as a separate folder, there is a way to take full advantage of this cool feature: you can change your normal Mailbox folder into a checklist view and it will offer you some amazing new possibilities. Let's have a closer look at some of the advantages of a Checklist:
- Checklist items will always reside at the top of your folder, above all non-Checklist items.
- You can change the order of Checklist items, which enables you to put the most important items at the top of the list.
- You can add due dates to checklist items.
- New e-mails appear just below your Checklist. This way, you can easily decide what to do with a new message: you can choose to immediately respond to or forward the message or you can drag the message to your Checklist and take care of it later.
You should really try this yourself and don't worry; you won't damage anything. Here's how to change your normal view into a Checklist view:
- Right click the Mailbox folder and click on Properties.
- Go to the Tab called Display.
- Locate the View by drop-down list and select Checklist.
(see figure 2 and figure 3.)
- Click OK to activate these changes.
At first you won't see much difference, but if you look more closely you will see that at the top of your item list an extra line has been added, inviting you to drop an item on the checklist. Select one of your existing mailbox items and drop it in this zone "et voila"! You now have an integrated checklist and you can order these checklist items by dragging and dropping or by using Up and Down buttons on the button bar, if they are enabled.
You can also move Checklist items to other folders after you have processed them and stored them there.
Tip: Here's a cool feature of the special Checklist folder: move some of your Checklist items from your Mailbox to some of your other folders and then open the special Checklist folder. You will see that the Checklist folder will collect all Checklist items from any folder, much like the way the Calendar folder functions. You can create Checklist items in any folder and collect all of them in a single view in the Checklist folder. Now that's cool, isn't it?
Tip: On the same Display settings page is an option to Hide nonchecklist items. By enabling this option, you will of course hide all items in your folder which are not part of your checklist. This might be useful if you want a better overview and/or want to create several separate checklist-only folders.
> Creating a Better Overview with Group Labels
By Erno de Korte
There is even more good news when you start using GroupWise 7.0. Of course you can still use the Checklist feature as described earlier, but GroupWise 7.0 offers a new exciting option which allows you to add Group Labels to your Mailbox view. This option will automatically categorize your mail into sections such as Today, Yesterday, or any other date in the past. (see figure 4.)
Sometimes there is a need to clearly see the difference between internal, external and Internet e-mail. GroupWise allows you to see the difference, because all e-mails that pass the GroupWise Internet Agent will receive a stamp.
To be honest, I'm not normally the type of guy that would sacrifice valuable space for a few extra lines of information. But after enabling this feature, I felt much better about my very active Inbox, because this option clearly shows that my efforts to keep my mailbox clean have indeed had some positive results. So make sure to check it out yourself. Here is how you can enable this feature:
- Right-click the Mailbox folder and click on Properties.
- Click on the Display Tab.
- Locate the Show Group Labels checkbox and enable it.
- Click OK to activate these changes.
This way, it will be easier and more rewarding to keep your mailbox clean.
Tip: You can also enable or disable the Show Group Labels option by right clicking on the second or third column of an item. Do not right click on the first column, because it will offer a lot of other options!
> Once Again – Group Labels Offer You a Better Overview
By Uli Neumann
As discussed in topic 9 in the GroupWise Powerguide, GroupWise 7.0 offers a very interesting new option called Group Labels. This option helps you to get a better overview of your mailbox, as it will separate a possibly long list of items into items per day.
As discussed in topic 9 in the GroupWise Powerguide, you can enable this by right clicking in a list view, but you can also enable this by default per folder, with the option settings of a folder. (see figure 5.) The result is a highly improved view of the items in a folder. (see figure 6.)
> Distinguishing between Internal and Internet Mail in Rules
By Diethmar Rimser
Sometimes there is a need to clearly see the difference between internal, external and Internet e-mail. For example, you might want to start a search, but you only want to see the results for internal e-mails. Or perhaps you want to create a rule which only executes for external e-mails.
GroupWise allows you to see the difference, because all e-mails that pass the GroupWise Internet Agent will receive a stamp. This stamp is called the View Name and can be changed via the administrator tool ConsoleOne in GroupWise 6.5 or the configuration file GWIA.CFG in both versions 6.5 and 7. The default value is Internet and we suggest you keep it that way.
The good news is that the View Name will be a property of all incoming Internet e-mails and can be used for rules, filters, and searches. Two examples will show you how to use this feature:
- Creating a rule for Internet e-mails (this topic)
- Creating a filter for Internal e-mails (the next topic)
You can create a rule in which the View Name can be selected via the Define Conditions button. (see figure 7.) You can use this condition to define which action you want to be taken, whether the rule should be executed on an external or Internet e-mail (does contain) or on an internal e-mail (does not contain). More about rules can be found in Chapter 11 in the GroupWise Powerguide.
> Distinguishing between Internal and Internet Mail in Filters
By Diethmar Rimser
You can also use the View Name when you define a filter. (see figure 8.) The simple filter interface does not offer the possibility of using the view name. You must therefore use the Advanced Filter option.
You can create a filter in which the View Name can be selected via the Define Conditions button. You can use this condition to define which action you want to be taken, whether the filter should be executed on an external or Internet e-mail (does contain) or on an internal e-mail (does not contain).
The filter in the example below will filter out all internal e-mails, showing only incoming external e-mails coming from the Internet via the GroupWise Internet Agent.
Tip: You can also save these filters to be used later by using the Save button on the filter dialog. Very handy indeed!
You can buy The GroupWise Powerguide for US$24.95 (ISBN# 9789080893450) from your local bookseller or directly from the publisher at books4brains.com.
You can also order the book at many other online retailers such as amazon.com and barnesandnoble.com.
The book contains more than 130 power tips like the ones listed in Fine Print. Each tip lists the versions of GroupWise with which it is compatible.
Most tips are listed as compatible with versions 6.5 and 7.