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The Ins and Outs of GroupWise Passwords

Novell Cool Solutions: Feature
By Susan Salgy

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Posted: 11 May 2001
 

Posted on May 11, 2001
Version: GroupWise 6

Password Management is an important matter for anyone who has ever sent a confidential, private, or sensitive piece of info through e-mail. (Which is pretty much everyone, judging from your letters.) But it can be a little baffling, because there are so many choices and options for how you want your password prompting to behave, especially in GroupWise 6. And some choices have ramifications that you may not have anticipated, as we see in this letter from Diane.

Diane R. wrote: When signing onto GroupWise through the internet at work, my name and password automatically fill-in. How can I prevent my password from automatically showing?

Let's take a closer look at how passwords work, and how you can set things up to behave the way you want them to. And just in case you think it's too much trouble, we'll give you a couple of great reasons why you NEED a password.

Assigning Passwords to Your Mailbox

You can assign a password to your Mailbox. GroupWise passwords are case-sensitive (for example, Wednesday is not the same as WEDNESDAY). If you forget your password, you will not have access to any of your items.

Here's how you do it:

To add a password to your Mailbox

  1. In the Main Window, click Tools > Options.
  2. Double-click Security > click the Password tab.
  3. In the New Password text box, type the password.
  4. In the Confirm New Password text box, type the password > click OK > Close.

Bypassing Your GroupWise Password

If you have a password but do not want to be prompted for it every time you start GroupWise, you have several options. The availability of these options depends on the platform on which you run GroupWise, the options your system administrator has set, and other products you have installed.

Note: Diane has probably selected one of these options, which might explain why her password is being filled in for her. If this is happening to you, go in and unselect the bypass option and see if that clears it up.

Remember My Password

When you run GroupWise on Windows 95 or higher, are logged in to the network as yourself, and have selected this option in Security Options or during login, you will not be prompted for your password on the current workstation. Windows remembers the password.

No Password Required With NDS

When you are logged in to NDS as yourself on any workstation and have selected this option in Security Options, you will not be prompted for your password. Because NDS has identified you, the password is not required.

Warning: we have heard from admins who find that with this option selected, sneaky power users are able to hack into people's mailboxes using a command line switch and plugging in their usernames. We strongly recommend you NOT use this one.

Use Novell Single Sign-on

When you are logged in to NDS as yourself on any workstation where Novell Single Sign-on is installed and you have selected this option in Security Options or during login, you will not be prompted for your password. Novell Single Sign-on locates your stored password. If other users log in to GroupWise on your workstation, they should deselect this option during login. This will not turn the option off, but will make sure their password is not stored in place of yours.

Changing your Password Options

The availability of these options depends on the platform on which you run GroupWise, the options your system administrator has set, and other products you have installed.

  1. Click Tools > Options.
  2. Select No Password Required With NDS.

    or

    Type your password > type a new password > type the new password again > select Remember Password or Use Novell Single Sign-on.

  3. Click OK > Close.

Proxies and Mailbox Passwords

Setting a password for your Mailbox does not affect a proxy's ability to access your Mailbox. A proxy's ability to access your Mailbox is determined by the rights you assign him or her in your Access List.

For more about how proxy works, see this article. Just remember, if you give someone the right to proxy into your mailbox, changing the password can't keep them out. To keep them out, you'll have to delete them from the Access list.

Mailbox Passwords and Remote

To use GroupWise Remote, you must assign a password to your Online Mailbox. If you assign a password when you're running Remote, the password you create affects your Remote Mailbox only. For example, if you are running GroupWise Remote at home and you create a password in Security Options, the password you create is in effect only for your Remote Mailbox. The password does not affect your Online Mailbox at the office.

Removing your Password

To remove your password

  1. Click Tools > Options.
  2. Double-click Security > click the Password tab.
  3. Type your old password > click OK.
  4. Click Clear Password.
  5. Click OK > Close.

Changing Your Password

To change your password

  1. In the Main Window, click Tools > Options.
  2. Double-click Security > click the Password tab.
  3. In the Old Password text box, type the password you want to change > press the Tab key.
  4. In the New Password text box, type the new password.
  5. In the Confirm New Password text box, type the new password again > click OK > Close.

We strongly recommend you change your passwords often, and throw in some odd things like numbers into the middle of the password. And for heaven's sake, don't tape the password to your monitor (We are not making this up! We've heard from more than one person about this enigmatic practice.).

If you can't remember to change it on your own, send yourself a recurring appointment to change it on, say, the first Monday of every month. Here's a Q&A that spells out how to set that up.

Two Great Reasons to have a Password

  1. If someone can find out your user name (not hard, if you've ever sent them an e-mail, or if they have rights to the system address book), they can hack into your mailbox with a sneaky command-line switch. But, IF you have set a GroupWise password, AND you haven't checked the dreaded No Password Required With NDS box, this switch won't work. Your password will protect you from certain levels of cretinism. So use it.
  2. If you don't have a password, you can't use GroupWise WebAccess. This fact alone is reason enough to set one, even if your life is an open book and you don't care who reads it.


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