6.3 Addressing Items

There are multiple ways to address an item in GroupWise:

6.3.1 Using Name Completion

When you begin typing a name in the To, CC, or BC fields of an item you are creating, Name Completion tries to complete the name for you. If Name Completion finds the name you are looking for, you can stop typing. If Name Completion doesn’t find it, continue typing.

Name Completion searches again after each new character you type. If Name Completion finds a name that is close to but doesn’t exactly match the one you are looking for, you can use the Up-arrow or Down-arrow keys to scroll to adjacent names in the Address Book.

You can configure Name Completion to search your address books in a specific order. However, Name Completion always searches the GroupWise Address Book.

  1. In the Main Window, click Address Book toolbar icon on the toolbar.

  2. Click File > Name Completion Search Order.

  3. In the Available Books box, select the books you want Name Completion to search, then click Add.

  4. To change the search order of an address book, select the address book in the Selected Books list, then click Down or Up.

  5. To disable Name Completion, select the Disable Name Completion check box.

  6. Click OK.

Name Completion with Duplicate Names

When you use name completion, you might have two contacts with the same name. When name completion finds two people with the same name but different e-mail addresses, it prompts you to select the correct name to use. Additional information is provided to help you select the correct name to use. After you make your selection, the name is added to your Frequent Contacts and is your default selection the next time you send an e-mail to that name.

6.3.2 Using the Address Selector

When you are composing a new item and click the Address button on the item view toolbar, the Address Selector displays. The Address Selector presents a simplified view of the Address Book, providing you with the options you need to select a name or create a group.

Understanding the Address Selector

The Address Selector displays in other places throughout GroupWise, such as when you are selecting members of a group or entries for a Find. It might be slightly modified to show only context-appropriate options.

In the Address Selector, you view one address book at a time. To choose a different address book to look at, click an address book in the Look in drop-down list.

Double-click the entries you want placed in To, CC, or BC fields of the item you are addressing. You can restrict the list of entries to contacts, groups, and resources by using the Find Off icon drop-down list.

You can change the column order in the list of address entries. You can change the sort order of the list based on the entries in any column. You can resize the Address Selector by dragging a corner of the window. You can open a contact entry to view details by clicking the contact, then clicking Details.

You can add contacts to the right pane and then create a group by clicking Save Group. If you click the down-arrow on the Send Group button, you can select which address book the group is saved to. Otherwise it is saved to the address book displayed in the Address Selector. However, you cannot save a group to the main GroupWise Address Book unless you are an administrator with the proper rights.

You can create new contacts by using the New Contact button. This button is not active if you are currently displaying the GroupWise Address Book. To create a new contact, click New Contact, enter the contact information in the different tabs, then click OK.

Addressing an Item with the Address Selector

Use the Address Selector to address items you are composing.

  1. In an item you are composing, click Address toolbar icon on the toolbar.

  2. Select an address book from the Look in drop-down list.

  3. Click the Find drop-down list drop-down list to show only contacts, groups, or resources in your list.

  4. Double-click the names you want as primary (To) recipients of your message.

  5. To address carbon copy recipients, click CC, then double-click the names you want.

  6. To address blind copy recipients, click BC, then double-click the names you want.

  7. Click OK.

If you know the person’s name, begin typing it in the To field of the item view. Name Completion searches the Frequent Contacts address book, the current address book, and the GroupWise Address Book, if they are listed in the Name Completion Search Order. When Name Completion finds the person you want to send a message to, you can stop typing. If Name Completion finds a name that is close to but doesn’t exactly match the one you are looking for, use the Up-arrow or Down-arrow keys to scroll to adjacent names in the address book.

6.3.3 Using the Frequent Contacts Address Book

Use the Frequent Contacts address book to access your most frequently used or most recently used entries. When you use an address in a message, the entry is copied to the Frequent Contacts address book if the book’s options are set to do so. You can view the date and time you last used an entry and the number of times you have used it.

After an entry is placed in Frequent Contacts, it remains there until you delete it. The entry also remains in its original address book.

  1. Click Address toolbar icon in an item you are composing.

  2. Select Frequent Contacts from the Look in drop-down list.

  3. Double-click the names you want, then click OK.

The Frequent Contacts address book can be closed, but it cannot be deleted.

6.3.4 Sending Mail from a Contacts Folder

  1. Click the Contacts folder.

  2. Mac: Control+click a contact.

    Linux: Right-click a contact.

  3. Click New > Mail.

  4. Compose the e-mail and click Send.

6.3.5 Sending Mail from the Address Book

Use Mail to send items from an address book. If you have opened the address book from the Main Window, the address book is not connected to an item view. Mail lets you open an item view from the address book.

  1. In the Main Window, click Address Book toolbar icon on the toolbar.

  2. Click an address book.

  3. Select the users you want to send mail to.

  4. Click File > Send Mail.

6.3.6 Sending Mail to an Entire Address Book

If you have appropriate rights, you can send mail to an entire address book.

  1. In the Main Window, click Address Book toolbar icon on the toolbar.

  2. Click an address book.

  3. Shift-click the first and last users in the address book.

  4. Mac: Control-click the selected users.

    Linux: Right-click the selected users.

  5. Click Action > Send Mail.