3.2 Sending and Receiving Items

This section contains the following topics:

3.2.1 Sending Mail Messages

A mail message has a primary recipient, subject line, date, and can be carbon copied and blind copied to other users. You can also attach files, document references, sounds, movies, and OLE objects to your mail messages.

CC (Carbon Copy)

Carbon copy recipients (CC) receive a copy of an item. CC recipients are users who would benefit from the information in an item, but are not affected by or directly responsible for it. All recipients can see that a carbon copy was sent. They can also see the names of the CC recipients.

BC (Blind Copy)

Blind copy recipients (BC) receive a copy of an item. Other recipients receive no information about blind copies. Only the sender and the blind copy recipient know that a blind copy was sent. If a recipient replies and chooses Reply to All, the blind copy recipient does not receive the reply.

  1. Click Mail icon on the toolbar.

    You can select a different mail view by clicking the down-arrow in Mail icon.

  2. In the To field, type a username, then press Enter. Repeat for additional users. If necessary, type usernames in the CC and BC fields.

    or

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

  3. To change the From name (to another account or proxy), click From drop-down button, then click a name.

  4. Type a subject.

  5. Type a message.

    You can specify many options, such as making this message a high priority, requesting a reply from recipients, and more, by clicking the Send Options tab.

    If you want, you can change the font of the message text. For information, see Changing the Font of Items You Send.

  6. Include any attachments by clicking Paper clip button on the toolbar.

  7. Click Send on the toolbar.

3.2.2 Sending Phone Messages

A phone message is a note you can send to notify other GroupWise users of calls they received while they were out of the office or unavailable. Phone messages are stored in the recipient’s Mailbox. You cannot answer your phone from a phone message.

You can change the phone messages you receive into tasks, reminder notes, or other posted item views. This way, you can leave a record of the conversation on the date it was held (reminder note) or create a to-do item to complete at a later date (task).

  1. Click File > New > Phone.

  2. In the To field, type a username, then press Enter. Repeat for additional users. If necessary, type usernames in the CC and BC fields.

    or

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

  3. Type the name, company, and phone number of the caller.

  4. Select the check boxes that apply to this phone message.

  5. Type the message in the Message field.

    If you want, change the font of the message text. For information, see Changing the Font of Items You Send.

  6. To change the From name (to another account or proxy), click From drop-down button, then click a name.

  7. Click Send on the toolbar.

NOTE:You can place a New Phone Message button on the toolbar.

3.2.3 Changing the Font of Items You Send

The recipient of an item sees the changes you make in Plain Text view if he or she views the item in Plain Text view. The recipient of an item sees the changes you make in HTML view if he or she views the item in HTML view. You might want to let the recipient know which view you composed the item in.

This section contains the following topics:

Changing the Font in Plain Text View

  1. In an open item you are composing, click View > Plain Text.

  2. Click the Message field.

  3. Click Edit > Font, then click Font again.

  4. Select a font and a font style.

  5. Select a size.

  6. Select any other options you want to change, then click OK.

You can also bold, italicize, or underline portions of text using toolbar buttons.

Changing the Font in HTML View

  1. In an open item you are composing, click View > HTML.

  2. Use the HTML toolbar to change the font, add background colors, add images, and more.

You might need to re-size the item view horizontally to see all the buttons on the HTML toolbar.

You can set a default font for items you compose in HTML view. For information, see Viewing and Composing Items in HTML.

3.2.4 Adding a Signature or vCard to Items You Send

Use Signatures to insert a signature or tag-line at the end of items you send. For example, you can have GroupWise automatically list your name, phone number, and e-mail address at the bottom of every item you send.

You can also have GroupWise automatically add a vCard*, or virtual business card, to the end of messages. GroupWise searches the Address Book for your user information and places it at the end of any messages you send.

This section contains the following topics:

Understanding vCard Files

vCards are electronic business cards formatted according to standards set by the Internet Mail Consortium. A vCard file has a .vcf extension, and you can add the file to your outgoing e-mail items. Third-party companies create software you can use to create vCards that include text, graphics, and sound. When you use GroupWise to generate your vCard, it uses the information from the fields in your Address Book listing.

To view a vCard that has been attached to an item, right-click it, then click View Attachment.

Adding a Signature or vCard to Items

  1. To specify a general signature for all items, click Tools > Options, then click Send.

    or

    On a Macintosh, click GroupWise > Preferences, then click Send.

  2. Click the Signature tab.

  3. Click Electronic business card (vCard) or Signature.

  4. If you selected Signature, type the text you want as a signature in the Signature field.

    or

    If you selected vCard, either specify a .vcf file or leave the field empty to have the vCard use information from your listing in the Address Book.

  5. Click a signature option.

  6. Click OK.

You can have both a signature and a vCard at the same time. If you choose both the signature is used by default.

3.2.5 Spell-Checking Items You Send

There are two ways to spell-check the items you send. Quick Speller checks the spelling as you type, and underlines the words that are spelled wrong. You run Spell Checker separately, either manually or by selecting to have it run when you click Send.

Both features check for misspelled words, duplicate words, and irregular capitalization in items you are creating.

When Quick Speller finds a misspelled word, you can replace it with a word Quick Speller suggests or skip the word whenever it appears in that message. You can also add the word to a user word list.

When Spell Checker finds a misspelled word, you can replace it with a word Spell Checker suggests, edit the word manually, or skip the word.

You use Environment Options to set up Spell Checker to automatically spell check your messages before you send them.

This section contains the following topics:

Spell-Checking an Item with Quick Speller

  1. Right-click the misspelled word in the Subject or Message field.

  2. Click the correctly spelled word.

    or

    Click Ignore Word to skip the word.

    or

    Click Learn Word to add the word to your dictionary.

Disabling Quick Speller

  1. Right-click the misspelled word in the Subject or Message field.

  2. Deselect Check Spelling as You Type.

    To re-enable Quick Speller, right-click in the Subject or Message field, then select Check Spelling as You Type.

Spell-Checking an Item with Spell Checker

  1. Click the Subject field or the Message field.

    or

    Select the text to spell-check.

  2. Click Tools > Spell Checker.

    Spell Checker dialog box

  3. To specify a dictionary, select a dictionary in the Dictionary drop-down list.

  4. When Spell Checker stops on a word, click any of the available options, or edit the word manually.

    You can choose from the following options:

    Replace: Replaces a misspelled word with a word Spell Checker suggests. To replace a misspelled word, double-click the word, or click the word and click Replace. To make your own corrections, edit the word in the Replace With box, then click Replace.

    Replace All: Replaces all instances of the same misspelled word with a word Spell Checker suggests. To replace the misspelled word, double-click the word, or click the word and then click Replace All. To make your own corrections, edit the word in the Replace With box, then click Replace All.

    Ignore: Ignores the word one time. Spell Checker stops the next time it encounters the word.

    Ignore All: Ignores every occurrence of the word throughout the document. Spell Checker ignores the word until the next time you spell-check.

    Learn: Adds the word to the current user word list, which stores supplemental words so that Spell Checker can recognize the word in future spell-checks.

  5. Click Done when spell-checking is complete.

Spell-Checking Items Automatically with Spell Checker

You can spell-check items automatically every time you click Send.

  1. Click Tools > Options, then click General.

    or

    On a Macintosh*, click GroupWise > Preferences, then click General.

  2. Select Spell check before send, then click OK.

Configuring Spell Checker

  1. Click the Subject field or the Message field.

    or

    Select the text to spell-check.

  2. Click Tools > Spell Checker.

  3. Click Options. The following options are available:

Ignore Case: Ignores the case of words.

Ignore Mixed-Case Words Capitalization: Ignores words with capital letters that do not begin a word, such as “THe”.

Ignore Words with Numbers: Ignores words containing both letters and numbers, such as “2nd”.

Ignore Duplicate Words: Ignores duplicate words, such as “the the”.

Ignore URL-Like Words: Ignores words that look like URLs.

Check Punctuation: Checks the punctuation of sentences for mistakes.

Enable Auto-Replace: Auto-replaces words that are commonly misspelled.

Enable Compound Words: Checks the spelling of compound words.

Enable General Prefixes: Checks the spelling of prefixes.

Suggestions: Use this setting to specify if you want to favor speed over quality, normal, or favor quality over speed. All these settings effect the length of the suggestion list.

Configuring Spell Checker Language

  1. Click the Subject field or the Message field.

    or

    Select the text to spell-check.

  2. Click Tools > Spell Checker.

  3. In the Dictionary field, select the language for Spell Checker to use, then click Done.