7.1 Using the Folder List

Use folders to store and organize your items. For example, you can group all items related to a particular task or subject together.

There are two folder list views. The Simple Folder List is a context-sensitive folder list. It displays the folders that are relative to the folder you are currently in. The following graphic displays what a typical Simple Folder List looks like.

Figure 7-1 Simple Folder List

The Full Folder List displays all the folders that you have. The following graphic displays what a typical Full Folder List looks like.

Figure 7-2 Folder List

All folders are subfolders of your user folder. The user folder represents your user Home view, and contains all of your GroupWise information.

Click + and - to expand and collapse folders.

For information about the individual folders you might have in your Folder List, see the Section 1.2.5, Folder List.

Next to any folder (except for shared folders), the number of unread items is shown in square brackets. Next to the Sent Items folder, the number in square brackets shows how many items are pending to be sent from Caching or Remote mode.

You can organize items in your folders by moving or linking them. When you move an item into a folder, it is taken from one location and placed in another. When you link an item to a folder, the item still exists in its original folder and it also appears in the new folder. When you change a linked item, it is also changed in the other folders. If an item is linked to multiple folders and you delete the original item, the copies in your other folders remain.

You can define a different set of properties for each folder in your Mailbox by defining display properties for the folder. For example, you can sort the items in one folder by date, and sort the items in another folder by company.

You can store unfinished items in a predefined folder called Work In Progress. (See Saving an Unfinished Item.) You can store all of your documents in the Documents folder. (See Section 13.3, Organizing Your Documents.) You can also make folders public by sharing them. (See Section 7.2, Using Shared Folders.) You can create rules to automatically sort items to different folders. (See Section 7.8, Creating Rules.)

This section contains the following topics:

7.1.1 Displaying the Full Folder List or Simple Folder List

  1. 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).

  2. Click Full Folder List or Simple Folder List.

7.1.2 Modifying the Folder List

  1. Click Edit > Folders.

    Figure 7-3 Folders Dialog Box

From the Folders dialog box you can create, delete, rename, and move folders.

7.1.3 Renaming Folders

  1. In the Folder List, right-click the folder, then click Rename.

  2. Type a new name for the folder.

You cannot rename the Calendar, Documents, Mailbox, Sent Items, Checklist, Contacts, Cabinet, Work In Progress, or Trash folders.

7.1.4 Deleting Folders

  1. Right-click the folder you want to delete, then click Delete.

  2. Select Items only or Folder(s) and items, then click OK.

You cannot delete the Calendar, Documents, Mailbox, Sent Items, Checklist, Contacts, Cabinet, Work In Progress, or Trash folders. You can delete the Junk Mail folder only if Junk Mail Handling has been disabled.

To delete a folder that is shared with you, right-click the folder, click Delete, then click Yes.

7.1.5 Creating a Personal Folder

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

  2. Make sure Personal folder is selected, then click Next.

  3. Type the name and description for the new folder.

  4. Click Up, Down, Right, or Left to position the folder where you want it in the Folder List, then click Next.

  5. Specify the display settings for the folder, then click Finish.

If you create a folder, then decide you want it in a different position, drag the folder to a new position in the Folder List.

7.1.6 Creating a Shared Folder

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

  2. Select Shared folder, then click Next.

  3. Type a name and description for the new folder.

  4. Click Up, Down, Right, or Left to position the folder where you want it in the Folder List, then click Next.

  5. Specify the display settings for the folder, then click Next.

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

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

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

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

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

  11. Click Next.

  12. Specify the display settings you want for the folder.

  13. When you’re done, click Finish.

For more information about shared folders, see Section 7.2, Using Shared Folders.

7.1.7 Moving or Linking an Item to Another Folder

  1. Drag an item from the Item List to the folder you want.

    Press Alt while you drag the item to remove it from all folders it was previously linked to and place it in only that folder.

    Press Ctrl while you drag the item to link it to that folder.

You can also click an item, click Edit > Move/Link to Folders, select the folders you want to move or link the item to, then click Move or Link. Select Delete old links to remove the item from all folders it was previously linked to and place it in the selected folder.

If you delete the original item, the copies in your other folders remain.

7.1.8 Understanding Find Results Folders

A Find Results folder is a folder that displays the results of a query. When the folder is opened, GroupWise examines the search criteria defined for the folder, searches for everything specified, then displays everything it finds in the Item List. You can act on items in a Find Results folder the same way you act on items in any folder, such as opening, forwarding, printing, copying, moving, or deleting them, but the original item remains stored in the folder where the search found it. This means that if you move or delete an item from a Find Results folder, the item is deleted from the Item List, and from the original location. The next time you open the Find Results folder, the search is performed again and the item is once again displayed.

You can see the folder where each item originated if you open a Find Results folder and look at the columns of information displayed in the Item List. The Folder column lists where each item is actually stored.

You can create your own Find Results folders and define the search criteria you want, such as all items from a particular address or all items with a certain word in the Subject line.

Creating a Find Results Folder

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

  2. Click Find results folder.

  3. To create a Find Results folder with your own search criteria, click Custom find results folder, then click Next.

    or

    To create a Find Results folder based on Find By Example, click Custom find by example folder, then click Next.

    or

    If you want to use a predefined Find Results folder as a template for creating a custom folder, click Predefined find results folder, select the predefined folder you want to base your folder on (for example, Sent Items), select Modify predefined find results folder, then click Next.

  4. Type the name and the description for your folder.

  5. Click Up, Down, Right, or Left to position the folder where you want it in the Folder List, then click Next.

  6. Specify the search criteria, find by example criteria, or information for items you want to find.

  7. If you don’t want the folder to update results each time you open it, deselect Find new matching items each time the folder is opened.

  8. Click Next.

  9. Specify any display settings you want for this folder, then click Finish.

7.1.9 Changing or Deleting Folder Display Settings

You can control the name that appears in the Display drop-down list, the source of the items in the folder, the column display, and the order in which items sort in the folder. The display settings are set at the folder level. If you want to use the same display settings for multiple folders, save the display settings, then use that display setting for the other folders.

  1. Right-click any folder in the Folder List, then click Properties.

  2. Click the Display tab.

  3. Click the display setting you want to modify in the Setting name drop-down list.

  4. Make any changes to the display settings in the dialog box.

  5. Click Save As, change the display settings name as required, then click OK.

  6. To delete a folder display setting, click the display setting, then click Delete.

  7. Click OK.

To quickly alphabetize all the folders, right-click the Home folder, then click Sort Subfolders.