3.8 Managing Received Items

GroupWise stores all the mail messages, appointments, and other items you receive in your Mailbox.

Figure 3-2 Mailbox View

From your Mailbox, you can read items, reply to items, and forward items you’ve received. You can organize items by assigning them to categories or by creating a checklist. You can delegate tasks and appointments to other users. You can handle unwanted Internet e-mail with Junk Mail Handling. You can even change an item, such as a mail message, to another type of item, such as an appointment.

This section contains the following topics:

3.8.1 Reading Items You Receive

You can read items you receive in your Mailbox or Calendar. Your Mailbox displays a list of all of the items you have received from other users. Posted appointments, tasks, and reminder notes appear in your Calendar, not in your Mailbox.

You can open and read all types of new items in your Mailbox. However, you might want to read tasks and reminder notes in your Calendar so you can view new messages while looking at your schedule.

Phone and mail messages stay in your Mailbox until you delete them. Appointments, reminder notes, and tasks stay in your Mailbox until you accept, decline, or delete them. When you accept an appointment, reminder note, or task, it is moved to your Calendar.

All Mailbox items are marked with an icon.The icons change depending on whether or not the item has been opened. See Icons Appearing Next to Items in Your Mailbox, Sent Items Folder, and the Calendar for more information.

In addition, all unopened items in your Mailbox are bolded to help you easily identify which items and documents you have not yet read. This is especially useful for collapsed discussion threads because it saves you the time of expanding each thread to check if there are newly posted items.

This section contains the following topics:

Reading Items in Your Mailbox

  1. Double-click the item you want to read.

Reading HTML Items

For information about reading items that were composed in HTML, see Viewing and Composing Items in HTML.

Reading Items in the QuickViewer

Use QuickViewer to scan the contents of your items. QuickViewer saves time because you don’t need to open each item; you simply click an item or press the Down-arrow to read your items. If you click a document reference, the document displays in the QuickViewer. You can display an item’s attachment by clicking the attachment in the drop-down list on the QuickViewer toolbar. OLE attachments, however, do not display in the QuickViewer.

When you read an item in the QuickViewer, the icon changes to the opened status. For example, the closed envelope representing a mail message changes to an opened envelope.

You can specify that some folders show QuickViewer every time you open them, while others never show QuickViewer.

  1. Click QuickViewer icon on the Nav Bar.

    QuickViewer view

  2. Size the QuickViewer by dragging a corner of the window or by dragging the horizontal dividing line up or down.

    If you size and close the QuickViewer, it is the same size when you open it again. Size it by dragging a corner of the window, not by clicking the maximize button.

  3. In the Mailbox, click each item that you want to read.

    To view an attachment, click the drop-down list on the QuickViewer header, then click the attachment. You cannot open OLE attachments in the QuickViewer.

    Right-click the QuickViewer window to choose other options.

  4. To change how information displays in the header, right-click the header and choose options. For more information, see Section 14.6, Customizing Headers.

  5. To close the QuickViewer, click QuickViewer icon on the toolbar.

Marking an Item Unread

If you open an item to read it, and then decide you want to read the item later, you can mark the item unread. Marking the item unread changes the item to bold and changes the item’s icon to unopened so you know you still need to read the item.

  1. In the Mailbox, click the item in the Item List.

  2. Click Actions > Read Later.

Marking an item you have opened unread does not change the status of the item in Properties. For example, if you have opened an item, then marked the item unread, the sender of the item still sees the item status as Opened in the Properties window.

3.8.2 Changing the Font of Items You Receive

This information applies to reading an item in an item view or in the QuickViewer.

This font change is only in effect while you read the item. If you close the item and re-open it, the font returns to the Windows system default font or the font that the sender composed the item in. The Windows system default font affects every program on your desktop. To change the Windows system default font, open the Control Panel and change Display Properties.

You cannot change the font in the QuickViewer if the item was composed in HTML view.

  1. Select the text you want to change.

  2. Click Edit > Font.

    or

    Right-click the window, then click Font > Font.

    Font dialog box

  3. Click a font and a font style.

  4. Click a size.

  5. Click any other options you want to change, then click OK.

To change the default Read view font style and size, click Tools > Options, then double-click Environment. Click the Views tab, then select the default Read view as Plain Text. Select a font style and a font size. Select if you want to force the font style and font size, then click OK.

3.8.3 Replying to Items You Receive

Use Reply to respond to an item. You can reply to everyone who received the original item or to the sender only, without creating and addressing a new message. You can also include a copy of the original message in your reply. Your reply will include Re: preceding the original subject text. You can modify the subject text if you want.

This section contains the following topics:

Replying to an Item

  1. Open the item you want to reply to.

  2. Click Reply on the toolbar.

    Reply dialog box

  3. Click Reply to sender.

    or

    Click Reply to all.

    To include the message text in your reply, make sure Include message received from sender is selected.

  4. Click OK.

  5. Type your message, then click Send on the toolbar.

If the original item included BC or CC recipients and you selected to reply to all, your reply is sent to the CC recipients but not to the BC recipients.

Replying to an Item in a Shared Folder

  1. Open or select an item in the shared folder.

  2. Click Reply on the toolbar.

    Reply dialog box

  3. Click a reply option.

    You can reply to the original discussion topic, rather than to the item you are reading. Or, you can reply to any item you are reading, whether it’s an original discussion topic or someone else’s reply. In both cases, these replies are posted in the shared folder and not sent to individuals.

    If you reply privately to the individual who wrote the item, your reply is not posted to the shared folder.

  4. Click OK.

  5. Type your reply, then click Post on the toolbar.

3.8.4 Forwarding Items to Other Users

Use Forward to send items you receive and document references to other users. When you forward an item, it is sent as an attachment to a mail message. The mail message includes your name and any additional comments you have made.

This section contains the following topics:

Forwarding an Item

  1. Open the item you want to forward.

  2. Click Actions > Forward.

    or

    Click Actions > Forward as Attachment.

  3. Add the names of the users to whom you want to forward the item.

  4. Type a message (optional).

  5. Click Send on the toolbar.

If you can’t accept an appointment, task, or reminder note, you can delegate the item instead of forwarding it. Delegating places a Delegated status in the item’s Properties window, letting the sender know you have transferred responsibility for the item to another person.

Forwarding Multiple Items

  1. Ctrl+click the items you want to forward in your Mailbox.

  2. Click Actions > Forward as Attachment.

  3. Add the names of the users to whom you want to forward the item.

  4. Type a message (optional).

  5. Click Send on the toolbar.

If you can’t accept an appointment, task, or reminder note, you can delegate the item instead of forwarding it. Delegating places a delegated status in the item’s Properties window, letting the sender know you have transferred responsibility for the item to another person.

3.8.5 Printing Items

When you print an item, the From, To, Date, Subject, CC, and attachment names are displayed at the top of the page.

  1. In either the QuickViewer or in an open item, right-click the message, then click Print.

  2. In the Name field, select the printer to use .

  3. In the Items to print field, select the items to print, then click Print.

To display a header on the page when printing an item:

  1. Right-click a text item, then click Printer (Preview) Options.

  2. In the Job Name field, add a %f to display the filename and a %p to display the path.

  3. Click OK.

To change the printed font size on plain text items:

  1. In either the QuickViewer or in an open item, right-click the message, then click Print.

  2. In the Name field, select the printer to use .

  3. In the Items to print field, select the items to print.

  4. In the Message Font Size field, specify the size of the font to use.

    The following font sizes are available:

    Size

    Description

    Normal

    Same size as the font that is displayed in the interface.

    Bigger

    Doubles the size of the font that is displayed in the interface.

    Biggest

    Triples the size of the font that is displayed in the interface.

  5. Click Print.

3.8.6 Using Categories to Organize Items

Categories provide you with a way to organize your items. You can assign a category to any item, including contacts. You create and add categories and can give each category an identifying color. The colors display in the Item List and in the Calendar.

Figure 3-3 Mailbox Showing Items With Categories

Figure 3-4 Calendar Showing Items With Categories

You can assign more than one category to an item, and specify which category is the primary one. The color of the primary category is used to identify the item.

When you reply to an item that has been assigned a category, the same category is assigned to the reply message.

Four default categories (Follow-Up, Low Priority, Personal, and Urgent) are available for you to immediately assign to items. You can modify and delete them if you choose, as well as continue to create new categories.

You can filter on categories by using the Show menu next to the Filter icon. You can add a Category column heading and sort your Item List by category.

This section contains the following topics:

Assigning a Category to an Item

To quickly assign a category to an item:

  1. Right-click an item in your Mailbox or Calendar, then click the category.

    The 10 most recently used categories are available from this right-click menu. (If you have not yet used categories, they are displayed alphabetically.)

    Categories menu

To assign multiple categories to an item, assign a category to a new item you are composing, or assign a category that does not display on the right-click menu:

  1. Right-click an item in your Mailbox or Calendar, click Categories, then click More.

    or

    Open an item in your Mailbox or Calendar, click the Personalize tab, then click Edit Categories.

    or

    Open a new item to compose, click the Send Options tab, then click Edit Categories.

  2. Select the check box of the category you want to assign.

    or

    Type a new category name in the text box next to Add, then click Add.

    If you assign one of the default categories (Follow-Up, Low Priority, Personal, and Urgent) to an item you are sending, the item arrives in the recipient’s Mailbox with that category assigned. If you assign a category that you created to an item you are sending, the item arrives in the recipient’s Mailbox with no category assigned.

  3. To change the color of an existing category or assign a color to a new category, select the category name, click Edit Color, click a color, then click OK.

  4. To assign additional categories to this item, select the check boxes of those categories.

    When you assign multiple categories to an item, the color of the primary category is the color that will show in the Item List. When you sort the Item List by category, items are sorted by their primary category. By default, the first category you assign is the primary category. Or, to set the primary category for this item, select a category, then click Primary.

  5. Click OK.

Adding a Category

  1. Right-click an item, click Categories, then click More.

    Categories dialog box

  2. Type the category name in the field at the bottom of the Categories dialog box.

  3. Click Add.

    The Add button becomes active when you begin typing a category name.

  4. To assign a color to a category, select the category name in the list, click Edit Color, click a color, then click OK.

  5. To assign this category to the selected item, select the check box to the left of the category name, then click OK.

Deleting a Category

  1. Right-click an item in your Mailbox or Calendar, click Categories, then click More.

  2. Select the category name, then click Delete.

  3. Click Yes, then click OK.

The category is removed from the list, and from all the items to which it was assigned.

Renaming a Category

  1. Select the category name, then click Rename.

  2. Type the new name, then click OK.

The category is renamed in the list, and for all the items to which it was assigned.

Seeing All Items in a Certain Category

  1. In the upper right corner of your Mailbox or Calendar view, click the Filter icon, click Categories, then click the category name.

    The 10 most recently used categories are available from the Show menu. (If you have not yet used categories, they are displayed alphabetically.)

    All items that have been assigned this category are displayed.

    To clear this selection, click the Filter icon, then click Clear Categories.

Figure 3-5 Main Window Showing the Categories Filter Menu

3.8.7 Changing the Subject of an Item You’ve Received

  1. Open an item from your Mailbox or Calendar.

  2. Click the Personalize tab.

  3. Type a new subject in the My Subject field.

Figure 3-6 Mail View Showing the Personalize Tab

This personalized subject displays in your Mailbox and/or Calendar and in the Mailbox and/or Calendar of anyone who proxies for you. If you change the subject of an item in a shared folder, other users of the shared folder will see the original subject.

To see the original subject, open the item and look in the Subject field in the item header.

When you create a basic filter or perform a Find with a specific word in the Subject field, the filter/Find results shows items whose original subject or personalized subject contains this word. When you create an advanced filter or find, use the Subject field to search for the original subject, and use the My Subject field to search for the personalized subject.

When you create a rule that looks for a specific word in the Subject field, the rule only looks at the original subject.

3.8.8 Creating a Checklist

Use the Checklist folder to create a task list. You can move any items (mail messages, phone messages, reminder notes, tasks, or appointments) to this folder and arrange them in the order you want. Each item is marked with a check box so that you can check off items as you complete them.

After you have moved an item to the Checklist folder, you can open it, click the Checklist tab, and assign it a due date. You can also mark it Completed and set its position in the list from the Checklist tab.

You can also make other folders work the way the Checklist folder does.

The Checklist folder is a system folder. It replaces the Task List folder. For a comparison of the Checklist folder and the Task List folder, see Checklist Folder under Folder List.

IMPORTANT:If you or your system administrator has set up auto-archiving of items in your Mailbox, checklist items are also archived based on the original date you received the item, not based on the due date you assign it.

This section contains the following topics:

Creating a Master Checklist in the Checklist Folder

  1. Drag items to the Checklist folder in the Full Folder List Checklist folder icon.

    To access the Full Folder List, click the folder list header drop-down list (above the Folder List; it probably displays Online or Caching to indicate what mode of GroupWise you are running in), then click Full Folder List.

    In the Checklist folder, the items display with a check box to the left of them. When you complete an item in the checklist, you can mark it complete by selecting the check box.

    You can move items to the Checklist folder from a shared folder only if you are the owner of the shared folder.

    Mailbox showing the Checklist folder

  2. To arrange the items in the order you want, drag them to the position you want.

  3. To assign a due date and a numerical position (order) in the Checklist to an item, open the item and add this information on the Checklist tab.

    Checklist tab

You can also create a checklist area in another folder and drag items to the area. After items are in a checklist area of any folder, they will also display in the master Checklist folder, even though they are still located in the original folder.

Creating a New Item in the Checklist Folder

  1. Click the Checklist folder.

  2. If no items exist in the Checklist folder, click the down-arrow on the New mail icon icon, then click Posted Message.

    Type a subject and message, click Post on the toolbar, then skip to Step 5.

    or

    If items already exist in the Checklist folder, follow Step 3 through Step 6 below.

  3. Click the position in the checklist where you want to add a new item. For example, if you want the item to be first in the checklist, click the first item.

  4. Type the subject text, then press Enter.

    The item you have created displays as a posted mail item in the position you selected, and the item that was originally in that position is moved down one position in the checklist.

  5. To add additional information to this item, open it and type additional text on the Mail page.

  6. To assign a due date to the item, open it, click the Checklist tab, click Due on, then click a date.

Moving an Item to the Checklist Folder

  1. Right-click a selected item or items, then click Move to Checklist Folder.

    or

    Open an item, click Actions > Move to Checklist Folder.

The item or items are moved from this folder to the Checklist folder, where you can arrange them in the order you want, assign due dates, mark them Completed, and so forth.

You can only move items to the Checklist folder from a shared folder if you are the owner of the shared folder.

To return an item to its original folder, drag the item from the Checklist folder to the original folder.

Marking an Item to Display in the Checklist Folder

Use this action to display an item in the Checklist folder without moving the item to the Checklist folder.

  1. Click an item or select multiple items.

  2. Click Actions > Show in Checklist.

The item or items stay in the original folder, but they also display in the Checklist folder, where you can arrange them in the order you want, assign due dates, mark them Completed, and so forth.

You can also open these items in their original folder to mark them Completed.

You can only mark items to display in the Checklist folder from a shared folder if you are the owner of the shared folder.

Creating a Checklist in a Folder Other Than the Checklist Folder

  1. Click a folder.

  2. Click View > Display Settings > As Checklist.

    The top of the item list for this folder now displays Drag items here to add them to the checklist.

  3. Select one or more items and drag them to this area of the item list for this folder.

    The items now display with a check box to the left of them.

    Mailbox folder showing checklist items

  4. To arrange the items the order you want, drag them to the place you want.

  5. To show only the items that are part of the checklist in this folder, click an item in the folder, click Actions > Checklist Actions > Hide Non-Checklist Items.

    Perform this step again to show all items in the folder.

Any items you add to the checklist area of a folder also display as part of the master checklist in the Checklist folder.

If you click another folder and then click this folder again, the default Display setting shows in the Display drop-down list, which is not Checklist unless you have changed it. You can select it again from the Display drop-down list, or you can change the default Display setting by right-clicking the folder, clicking Properties, clicking the Display tab, clicking Checklist on the Setting name drop-down list, then clicking OK.

If you perform a sort on this folder, only the non-checklist items are sorted.

Assigning a Due Date to an Item in the Checklist Folder

  1. Open an item in the Checklist folder.

  2. Click the Checklist tab.

  3. Select Due on, then click a date.

    Figure 3-7 Checklist Tab Showing the Due On Calendar

Marking or Unmarking a Checklist Item Completed

  1. Click the box next to the checklist item.

3.8.9 Delegating Items

Use Delegate to reassign a scheduled item to someone else. The sender can determine who you delegated the item to by looking at the item’s Properties.

This section contains the following topics:

Delegating an Appointment, Task, or Reminder Note from the Main Window

  1. In the Item list, click a task, reminder note, or appointment.

  2. Click Actions > Delegate.

  3. In the To box, type a username, then press Enter.

    or

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

  4. Type any additional comments to the recipient.

  5. Click Send on the toolbar.

  6. Click Yes if you want this item to remain in your Calendar.

    or

    Click No if you want this item deleted from your Calendar.

Delegating an Appointment, Task, or Reminder Note from the Calendar View

  1. In a Calendar view, right-click a task, reminder note, or appointment, then click Delegate.

  2. In the To field, type a username, then press Enter.

    or

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

  3. Type any additional comments to the recipient.

  4. Click Send on the toolbar.

  5. Click Yes if you want the item to remain in your Calendar.

    or

    Click No if you want the item deleted from your Calendar.

3.8.10 Handling Unwanted Mail

Use Junk Mail Handling to decide what to do with unwanted Internet e-mail that is sent to your GroupWise e-mail address.

Understanding Junk Mail Handling

Internet e-mail includes all e-mail where the sender’s address is in the form of name@example.com, name@example.org, and so forth.

This is an example of an e-mail message from the Internet:

Figure 3-8 E-mail From the Internet

Junk Mail Handling does not apply to internal e-mail. Internal e-mail is e-mail where the sender is part of your GroupWise system and the From field shows only the name of the sender, not an Internet address as explained above. If you want to block or junk internal e-mail, you can use Rules. (For more information, see Section 7.8, Creating Rules.)

This is an example of an internal e-mail message:

Figure 3-9 E-mail From a Groupwise User

You have three options for blocking or junking Internet e-mail:

  • You can add individual e-mail addresses or entire Internet domains to a Block List. Items from these addresses or Internet domains are blocked and never arrive in your Mailbox.

    An Internet domain is the part of the e-mail address that comes after the @. For example, in the address Henry@example.com, the Internet domain is example.com.

  • You can add individual e-mail addresses or entire Internet domains to a Junk List. Items from these addresses or Internet domains are delivered to the Junk Mail folder in your Mailbox. You can specify that the items in this folder be automatically deleted after a certain number days.

    Figure 3-10 Full Folder List Showing the Junk Mail Folder

  • You can specify that any e-mail items from users whose addresses are not in your personal address books (including your Frequent Contacts address book and any personal address books you have created) are sent to the Junk Mail folder. This is sometimes called “white listing.”

For information about the Junk Mail folder, see Junk Mail Folder under Folder List.

In addition to the Block List and Junk List, there is a Trust List. Use this list to add e-mail addresses or Internet domains that you do not want blocked or junked, no matter what is specified in the other two lists. For example, you may have zcompany.com in your Block List, but you have one friend whose address is myfriend@example.com. Add this friend’s e-mail address to the Trust List.

If you specify Junk Mail Handling options in Caching or Remote mode, make sure to synchronize with your Online Mailbox in order to see the same options when you log in to GroupWise on another computer.

However, e-mail from contacts in your Frequent Contact address book and your corporate address book is not blocked.

Your system administrator can turn off Junk Mail Handling so that it is not available.

Blocking or Junking E-Mail From a User

  1. Right-click an item with an Internet address, then click Junk Mail.

  2. Click Junk Sender.

    or

    Click Block Sender.

    Menu with Junk Mail options

  3. Select Junk e-mail from this address or Block e-mail from this address.

    If you select Junk, the address is added to the Junk List. All future e-mail items from this e-mail address are delivered to the Junk Mail folder Junk Mail folder icon.

    You can specify that the items in this folder be automatically deleted after a certain number of days. This folder is not created in the folder list unless a Junk Mail option is enabled or an address or Internet domain is added to the Junk List (which enables the Junk List option).

    If you select Block, the address is added to the Block List. All future e-mail items from this e-mail address will not be delivered to your Mailbox.

    Your Junk List and Block List can each include up to 1000 entries. If more than 1000 entries are added, the least-used entries are discarded.

  4. If the Junk List or Block List is not enabled, select Enable Junk List or Enable Block List.

At any time, you can click Tools > Junk Mail Handling, click Junk List or Block List, then click New to add an e-mail address to the Junk List or Block List.

Figure 3-11 Junk Mail Handling Dialog Box Showing the Junk List Tab

Blocking or Junking E-Mail From an Internet Domain

An Internet domain is the part of the e-mail address that comes after the @. For example, in the address Henry@example.com, the Internet domain is mymail.com.

  1. Right-click an item, then click Junk Mail.

  2. Click Junk Sender.

    or

    Click Block Sender.

  3. Select Junk any e-mail from this internet domain or Block any e-mail from this internet domain.

    If you select Junk, the Internet domain is added to the Junk List. All future e-mail items from this Internet domain are delivered to the Junk Mail folder Junk Mail folder icon.

    You can specify that the items in this folder be automatically deleted after a certain number of days. This folder is not created in the folder list unless a Junk Mail option is enabled or an address or Internet domain is added to the Junk List (which enables the Junk List option).

    If you select Block, the Internet domain is added to the Block List. All future e-mail items from this Internet domain are not delivered to your Mailbox.

    Your Junk List and Block List can each include up to 1000 entries. If more than 1000 entries are added, the least-used entries are discarded.

  4. If the Junk List or Block List is not enabled, select Enable Junk List or Enable Block List.

At any time, you can click Tools > Junk Mail Handling, click Junk List or Block List, then click New to add an Internet domain to the Junk List or Block List.

Junking E-Mail From Users Not In a Personal Address Book

  1. Click Tools > Junk Mail Handling.

  2. Select Enable Junk Mail using personal address books.

    Junk Mail Handling dialog box showing the Settings tab

  3. Click OK.

All future items from e-mail addresses not in your Frequent Contacts address book and other personal address books will be delivered to the Junk Mail folder. You can specify that the items in this folder be deleted after a certain number of days.

Deleting Items From the Junk Mail Handling Folder

  1. Click Tools > Junk Mail Handling.

  2. Click Automatically delete items __ days after delivery (move to Trash).

    Specify how long you want items retained in the Junk Mail folder.

  3. Click OK.

To manually delete items from the Junk Mail folder, right-click the Junk Mail folder, click Empty Junk Mail Folder, then click Yes.

Preventing E-Mail From a User or Internet Domain From Being Junked or Blocked

  1. Click Tools > Junk Mail Handling.

  2. Click the Trust List tab.

    Junk Mail Handling dialog box showing the Trust List tab

  3. Click New, type an e-mail address or Internet domain, then click OK.

    An address or Internet domain can be in uppercase, lowercase, or mixed case. For example, amy@example.com and AMY@example.com are both the same.

    You cannot use wildcard characters such as * or ? in an Internet domain name. However, an Internet domain, for example idomain.com, affects all e-mail from idomain.com and any subdomains that prefix this Internet domain, for example, offers.idomain.com or members.idomain.com. A domain of abcidomain.com is not affected.

  4. Click OK.

All future items from this e-mail address or Internet domain are not blocked or delivered to the Junk Mail folder, no matter what is specified in the Block List and Junk List.

Modifying Junk Mail Handling Lists and Settings

  1. Click Tools > Junk Mail Handling.

  2. On the Settings tab, modify any settings. Click What’s This icon, then click an option for information about each option.

  3. Click the tab of the list you want to modify.

  4. To add an e-mail address or Internet domain to a list, click New, type the e-mail address or Internet domain, then click OK.

    An address or Internet domain can be in upper, lower, or mixed case. For example, amy@example.com and AMY@example.com are both the same.

    You cannot use wildcard characters such as * or ? in an Internet domain name. However, an Internet domain, for example idomain.com, affects all e-mail from idomain.com and any subdomains that prefix this Internet domain, for example, offers.idomain.com or members.idomain.com. A domain of abcidomain.com is not affected.

  5. To change an e-mail address or Internet domain, click the address or Internet domain, click Edit, make changes, then click OK.

  6. To remove an e-mail address or Internet domain from a list, click the address or Internet domain, then click Remove.

  7. Click OK.

3.8.11 Changing Item Types

You can use Change To to convert an item in your Mailbox to another type of item. For example, you can change a mail message in your Mailbox to an appointment in your Calendar. The new appointment contains all the information from the mail message (such as To, CC, and BC lists, subject, and message text) that is applicable in the appointment.

When you change a mail or phone message to another type of item (such as an appointment or task), the original item is removed from your Mailbox and the new item is added in the appropriate location, such as the Calendar.

When you change an item, GroupWise displays the default item view selected in Environment Options.

This section contains the following topics:

Changing an Item in Your Mailbox to Another Type of Item

  1. In your Mailbox, click the item you want to change.

  2. Click Edit > Change To, then click an item type.

    or

    Click Edit > Change To, click More, then click an item type. You can choose posted or group items.

    Mailbox view showing the Change To submenu of the Edit menu

    Posted items are sent directly to your Calendar. Group items are sent to the Mailboxes of individuals and groups the message is sent to.

  3. Type any necessary information.

  4. Click Send or Post on the toolbar.

When you change a mail or phone message to another type of item (such as an appointment or task), the original item is removed from your Mailbox and the new item is added in the appropriate location, such as the Calendar.

Changing an Item in Your Calendar to Another Type of Item

  1. Click Calendar in the Folder List.

  2. Click the item you want to change in the Appointments, Tasks, or Reminder Notes List.

  3. Drag the item to the list that corresponds to the type of item you want to change it to.

    For example, drag a task to the Appointments List to change it to an appointment.

    To copy an appointment, task, or reminder note, press Ctrl while you drag the item.

  4. Type any necessary information.

  5. Click Send or Post on the toolbar.

Changing a Posted Item to a Group Item

  1. In your Calendar, click a posted item.

  2. Click Edit > Change To, then click More.

    Change To dialog box

  3. Click Group, then click OK.

  4. Type any necessary information.

  5. Click Send on the toolbar.

3.8.12 Viewing and Composing Items in HTML

You can view items in GroupWise that have been composed in HTML from other users or from Web-based information services. You can click any links that are included in the item and jump to the linked Web sites.

An HTML toolbar above the Message box gives you HTML options such as text formatting, text color, lists, inserting lines and pictures, inserting a background image, and inserting links.

For information about changing the font of items you send and receive, see Changing the Font of Items You Send and Changing the Font of Items You Receive.

This section contains the following topics:

Setting the Default View

To change the view in one item:

  1. Open an item.

  2. Click View, then click Plain Text or HTML.

To set the default view:

  1. Click Tools > Options.

  2. Double-click Environment.

  3. Click the Views tab.

  4. Make selections in the Default Compose View and Default Read View group boxes.

  5. In the Default Read View group box, select Force next to Plain Text if you want to prevent HTML-only messages from being displayed automatically when no plain text version is available.

    If you select Force, a message informs you whenever an HTML-only message cannot be displayed; however, you can still click View > HTML to view it. If you do not select Force, HTML-only messages are displayed in HTML, even though you have selected Plain Text for the default read view.

  6. Select a default font style.

  7. Select a default font size.

  8. Click OK.

Changing the Default Font in the HTML Compose View

You can also choose a different default font for your outgoing messages.

  1. Click Tools > Options.

  2. Double-click Environment.

  3. Click the Views tab.

  4. In the Default Compose View group box, select HTML if you want compose messages in HTML.

  5. Select a default font style.

  6. Select a default font size.

  7. Click OK.

3.8.13 Viewing the Source of External Messages

When you receive or send messages to and from external systems, you can view the source for a message. The source includes all the data that is contained in a message.

  1. Double-click an item that you received from an external source.

  2. Click the Message Source tab.