6.2 Using Shared Folders

A shared folder is like any other folder in your Cabinet, except other people have access to it and it appears in their Cabinets. You can create shared folders or share existing personal folders in your Cabinet. You choose whom to share the folder with, and what rights to grant each user. Then, users can post messages to the shared folder, drag existing items into the folder, and create discussion threads. You can’t share system folders, which include the Calendar, Documents, Mailbox, Sent Items, Checklist, Contacts, Cabinet, Work In Progress, and Trash folders.

If you place a document in a shared folder, people with rights to the shared folder only have rights to view the document.

In Caching mode, changes in shared folders are updated whenever you connect to the master GroupWise system.

This section contains the following topics:

6.2.1 Creating a Shared Folder

  1. In the Folder List, click File > New > New Folder.

  2. Click Shared Folder, then click Next.

  3. Type a name and description for the new folder, then click Next.

  4. In the Name field, start typing the name of the user.

  5. When the user’s name appears in the box, click Add User to move the user into the Share List.

  6. Click the user’s name in the Share List.

  7. Select the access options you want for the user.

  8. Repeat Steps 6-9 for each user you want to share the folder with.

  9. When you’re done, click OK.

The users that you shared your folder with are automatically notified.

6.2.2 Sharing an Existing Folder with Other Users

  1. In the Main Window, right-click the folder you want to share, then click Sharing.

  2. Click Shared with.

  3. In the Name field, start typing the name of a user, or click the Address Book button to select the user from the Address Selector dialog box.

  4. When the user’s name appears in the box, click Add User to move the user into the Share List.

  5. Click the user’s name in the Share List.

  6. Select the access options you want for the user.

  7. Repeat Steps 3-6 for each user you want to share the folder with.

  8. Click OK.

The users that you shared your folder with are automatically notified.

6.2.3 Posting a Message to a Shared Folder

  1. Click the shared folder in your Folder List to open it.

  2. Click File > New > Discussion/Note.

    If you want to post a different type of item, such as a task, click Edit > Change To, then click an item type.

  3. Type a subject.

  4. Type your message.

  5. Click Paperclip button to attach files.

  6. Click Post on the toolbar.

To reply to an existing item in a shared folder, open the item, click Reply, select a reply option, then click OK. See Replying to an Item in a Shared Folder for more information.