3.1 Sending Email

When you send an email message from GroupWise, you can send the message either as text or HTML. Additionally, you can choose to attach a file, add a signature or vCard to the message, and spell check the message before it is sent.

The address book and name completion help you to quickly and easily find the contacts you need when sending an email message.

3.1.1 Selecting the Default Compose View

By default, GroupWise provides the HTML Compose view for composing items. The HTML view offers a broad selection of fonts, point sizes, and colors; text formatting options that include paragraph styles, indentation, bulleted lists, numbered lists, hyperlinked text, and horizontal lines; and image options for embedded images and background images. If you prefer a simpler editing environment, you can use the Plain Text Compose view.

  1. Click Tools > Options.

  2. Double-click Environment, then click the Views tab.

  3. Select either Plain Text or HTML.

  4. Select the font and font size in the appropriate fields.

  5. Click OK.

HINT:In a new item you are composing, you can change your Compose view for that one item by clicking View > Plain Text or View > HTML.

3.1.2 Composing Email

  1. Click New Mail on the toolbar.

    You can select a different mail view by clicking the down-arrow next to New Mail.

  2. In the To box, type a user name, then press Enter. Repeat for additional users.

    or

    To select user names from a list, click Address on the toolbar, search for and double-click each user, then click OK.

  3. If necessary, click +Cc and +Bc to add those fields, then type user names in the Cc and Bc boxes.

    CC (Courtesy Copy): Courtesy 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 courtesy 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.

  4. To change the From name (to another account or proxy), click From:, then click a name.

  5. Type a subject.

  6. Type a message.

  7. (Optional) Click the Send Options tab to specify options such as making this message a high priority, requesting a reply from the recipients, add categories, and more.

    When you use the Categories option, only the four default categories carry over to the recipient.

    In a Compose view, you can Ctrl+Click to open a hyperlink.

  8. Include any attachments by clicking Add Attachment at the bottom of the compose window.

  9. Click Send on the toolbar.

3.1.3 Formatting Email

The formatting options that are available when you compose a message depend on the Compose View you have selected. The options described in this section apply to the message you are composing.

NOTE:If recipients are using the HTML Read view, they see the email as you formatted it. They cannot change the font of an HTML-formatted item. If recipients are using the Plain Text Read view, HTML formatting is lost. However, they can click View > HTML to display the message the way you formatted it.

Selecting a Text Editor

When you compose a message in GroupWise, you have a choice of using the native GroupWise editor, or any of the following third-party editors:

  • LibreOffice 3.6 or later

  • Microsoft Word 2007 or later

    Microsoft Word 2019 is supported in GroupWise 18.1 and later.

In order to use LibreOffice or Word, the application must be properly installed on your workstation.

When you select LibreOffice or Word as your default editor, the application’s functionality and formatting are available within the GroupWise compose window. Refer to their documentation for formatting assistance.

  1. Click Tools > Options, then double-click Environment.

  2. Click the Editors/Viewers tab.

  3. Under Compose plain text using, select the editor to use.

  4. Under Compose HTML using, select the editor to use.

  5. Click OK.

Using the GroupWise Text Editor to Format HTML Email

You can use the HTML tools available in GroupWise to add additional formatting to your messages. Standard text features like font, underline, and italics are all available on the toolbar, as well as features like alignment, indentation, adding images and tables, and more.

HTML Toolbar

You might need to resize the item view horizontally to see all the buttons on the HTML toolbar.

Changing the Font in an HTML Message

In an open HTML message:

  1. Use the HTML toolbar to change the font, font size, and other font attributes as needed.

You can also set a default font for HTML items. For more information, see Setting the Default Read/Compose View and Font.

Adding a Horizontal Line in an HTML Message

In an open HTML message:

  1. Select a location in the email where you want the line to appear.

  2. Click the Horizontal Line icon.

Adding a Bulleted or Numbered List in an HTML Message

In an open HTML message:

  1. Use the HTML toolbar to insert a bulleted or numbered list.

  2. Type a list item, then press Enter to create the next item in the list.

  3. To turn off the list formatting, press Enter, then press Backspace after the last item.

Adding a Table in an HTML Message

In an open HTML message:

  1. On the HTML toolbar, click the Table Options icon.

  2. From the drop-down menu, select the size of the table, or select Other and specify your own dimensions.

    The table is displayed in the email and adjusts to fit the text.

Adding Images in an HTML Message

In an open HTML message:

  1. In the area where you want the image to appear, click the Insert Picture icon.

  2. Specify the name of the graphic you want to add, or browse to and select it, then click OK.

Adding a Background Image in an HTML Message

In an open HTML message:

  1. Click the Background Image icon.

  2. Specify the name of the graphic you want to use as a background, or browse to and select it.

  3. Click OK.

Adding a Hyperlink in an HTML Message

Hyperlinks directly connect a specific word, phrase, or image to a specific website.

In an open HTML message:

  1. Select the word, phrase, or image you want to use, then click the Insert Hyperlink icon.

  2. Specify the web address you want to link to.

  3. Click OK.

    The text changes color and is underlined to indicate it is a link. An image does not change color, but still functions as a link.

Undoing or Redoing the Last Text Action in an HTML Message

You can undo the last text action in the Subject or Message field of a message you are composing.

  1. Click Edit > Undo.

    or

    To redo the action, click Edit > Redo.

You can also use Ctrl+Z for Undo and Ctrl+Y for Redo. For information about other shortcut keys, see Section D.0, Shortcut Keys.

Using the GroupWise Text Editor to Format Plain Text Email

In a plain text message, you can change the font, size, and color. You can use bold, italics, and underline. However, in the Plain Text Compose view, you cannot indent text, or insert hyperlinks or horizontal lines.

Changing the Font in a Plain Text Message

In an open item you are composing in the Plain Text view:

  1. Click the Message field.

  2. Click Edit > Font > Font.

  3. Select a font and a font style.

  4. Select a size.

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

You can also use the toolbar buttons to bold, italicize, or underline portions of text.

Formatting Lists in a Plain Text Message

In an open item you are composing in the Plain Text view:

  1. Press Ctrl+Shift+L to insert a bulleted list.

  2. Press Ctrl+Shift+L again to change it to a numbered list.

  3. Continue to press Ctrl+Shift+L to select from the six list formats available.

  4. Type a list item, then press Enter to create the next item in the list.

  5. To turn off the list formatting, press Enter twice after the last list item.

Undoing the Last Text Action in a Plain Text Message

You can undo the last text action in the Subject or Message field of a message you are composing.

  1. Click Edit > Undo.

You can also use Ctrl+Z for Undo. For information about other shortcut keys, see Section D.0, Shortcut Keys.

Using Custom Views in the GroupWise Text Editor

Custom views make it possible to create an email template, then save that template to use again. This is helpful when you want to frequently send an email that has certain text or a certain appearance. You can create an email message with your desired look and feel, then save that email message as a custom view.

NOTE:Some HTML formatting might not be preserved if you save an HTML message as a view. Using a Plain Text message for a custom view is recommended.

Saving a Custom View

  1. Click New Mail to create a new email message.

  2. (Optional) Type the subject of the email message in the Subject field.

  3. Type the message of the email in the Message field.

  4. Click File > Save View.

    By default, a custom view is saved in the C:\Novell\Groupwise directory. Custom view files have a .ghv file extension.

  5. Type a name for the view, then click Save.

Opening a Custom View

  1. Click the down-arrow next to the New Mail icon.

  2. Select the custom view file you saved earlier.

    The custom view opens, displaying the information you entered when you saved the custom view file.

  3. Add any additional information as needed, then click Send.

Defining the Location Where Custom Views Are Saved

  1. Click Tools > Options, then double-click Environment.

  2. Click the File Location tab.

  3. In the Custom views field, type the location where custom views are stored, or browse to and select the location.

  4. Click OK.

3.1.4 Spell Checking Messages

There are two ways to spell check the items you send. Both features check for misspelled words, duplicate words, and irregular capitalization in items you are creating. Each feature has advantages in different situations.

Using Quick Speller

Quick Speller checks the spelling as you type, and underlines the words that are spelled incorrectly. When Quick Speller finds a misspelled word, you can replace it with a word that Quick Speller suggests or skip the word whenever it appears in that message. You can also add the word to a user word list.

Enabling Quick Speller by Default

  1. Click Tools > Options.

  2. Double-click Environment, then click the General tab.

  3. Select Check spelling as you type, then click OK.

    Deselect this option to disable Quick Speller.

Spell Checking with Quick Speller

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

  2. Click the correctly spelled word.

    or

    Click Skip Always to skip the word in the rest of the message.

    or

    Click Add to Word List to add the word to your word list.

Disabling Quick Speller as You Compose an Email

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

  2. Click Disable Quick Speller.

    To re-enable Quick Speller, right-click in the Subject or Message field, then click Enable Quick Speller.

HINT:You can also enable/disable Quick Speller at any time in the Compose Options slide-out.

Using Spell Checker

You run Spell Checker separately, either manually or by selecting to have it run when you click Send. 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 can also define an automatic replacement for the word, or add the word to a user word list. You use Environment Options or the Compose Options slide-out to set up Spell Checker to automatically spell check your messages before you send them.

Spell Checking an Item with Spell Checker

If you are using an editor other then GroupWise, spell checking is performed by the editor’s spell checker. See the application’s help for additional information on spell checking.

  1. Click the Subject or Message field.

    or

    Select the text to spell check.

  2. Click Tools > Spell Check.

  3. To specify a range of text to check, click the Check drop-down list and select an option.

  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 select the word and click Replace. To make your own corrections, edit the word in the Replace with field, then click Replace.

    Skip Once: Skips the word one time. Spell Checker stops the next time it encounters the word.

    Skip Always: Skips every occurrence of the word throughout the document. Spell Checker ignores the word until the next time you spell check.

    Add: 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.

    QuickCorrect: Defines an automatic replacement for a word or phrase. When Spell Checker stops on a word, click QuickCorrect to replace the word with the text in the Replace with field and add the replacement to the user word list that QuickCorrect uses. Next time you type the word, QuickCorrect automatically replaces it.

  5. Click Yes when spell checking is complete.

Spell Checking Items Automatically with Spell Checker

You can set GroupWise to automatically spell check items every time you click Send.

  1. Click Tools > Options.

  2. Double-click Environment, then click the General tab.

  3. Select the check box for Check Spelling as you type and Check spelling before send, then click OK.

Configuring Spell Checker

You can modify the types of words the Spell Checker considers misspelled.

  1. When the Spell Checker stops on a misspelled word, click Options.

  2. Select or deselect the following options:

    • Check words with numbers

    • Check duplicate words

    • Prompt before auto replacement

  3. Continue with spell checking as usual.

Selecting the Spell Checker Language

  1. Click the Subject field or the Message field.

    or

    Select the text to spell check.

  2. Click Tools > Speller Language.

  3. Select the language to use, then click OK.

Adding a New Spell Checker Language

Multiple Spell Checker dictionaries can be included when the GroupWise client is installed. To see a list of Spell Checker language dictionaries that can be added, see GroupWise User Languages in the GroupWise 18 Administration Guide.

In some circumstances, you might need to add a Spell Checker dictionary for a language that is not included with your installation of the GroupWise client. The GroupWise Spell Checker supports Hunspell/Myspell-compatible language dictionaries. Each language dictionary consists of two files with identical file names: one ending with .aff extension, and the other with .dic extension.

To add a new language dictionary to the GroupWise Spell Checker:

  1. Download the language dictionary files.

    For example, language dictionaries can be found at the following websites:

  2. Copy the .aff and .dic files into the GroupWise dictionaries directory, located at:

    64-bit Windows: C:\Program Files (x86)\Novell\GroupWise\dictionaries

    32-bit Windows: C:\Program Files\Novell\GroupWise\dictionaries

  3. (Optional) Create a .txt file in the dictionaries directory, with the same name as the new dictionary files.

    Open the .txt file, type the name you would like the new dictionary to have when it appears in the Spell Checker menu, then save the file.

  4. Restart the GroupWise client.

  5. When the GroupWise client restarts, click New Mail in the Main Window.

  6. Select the message body, then click Tools > Speller Language.

  7. From the drop-down menu, select your new Speller language.

    If you didn’t create a custom name for your new language in Step 3, the new dictionary name will appear in the country/dialect code format.

  8. Click OK.

3.1.5 Attaching Files

Use Attach File to send one or more files to other users. The recipients can open the attached file, save it, view it, or print it. If you change the attached file after you send it, the recipients do not see the changes.

If you attach a file that has a name longer than 255 characters (including the full path to the file), an error is displayed and you are unable to send the message.

If you attach a file that is password-protected, the recipient cannot open or view the attachment without entering the password.

For information about attaching documents that are in a GroupWise Library, see Attaching a Document Reference to an Item.

Attaching a File to an Item

  1. Open a new item.

  2. Fill in the To, Subject, and Message fields.

  3. Click the attachment icon on the toolbar, then browse to and select the file or files you want to send.

    To attach more than one file in a folder, Ctrl+click each file you want to attach. The Attach File dialog box defaults to the previous location you used to attach a file.

  4. Click OK.

  5. Click Send on the toolbar.

HINT:You can also attach a file or an item by dragging the file or item into the attachment window. In addition, you can right-click a file in Windows, then click Send To > GroupWise Recipient. A new item is created with the attachment in the attachment window.

To remove an attachment before you send the item:

  1. Right-click the attachment, then click Delete.

    If you delete an attached file, it is not erased from its original location; it is simply removed from the attachment list.

Moving or deleting the original file does not affect the file that you attached to an item.

Attaching a Document Reference to an Item

If the file you want to attach is a document stored in the GroupWise Library, you can attach a document reference. When a recipient opens the attachment, the document in the library opens if the recipient has rights to open or view the document and if the library is available.

If any recipients do not have sufficient document rights, if they are not using an email product that supports the GroupWise Library, or if the library is unavailable, only a copy of the document opens. If the recipient edits the copy, the changes do not affect the actual document in the library. For more information about document rights, see Section 15.0, Document Management.

To attach a document reference to an item:

  1. Open a new item.

  2. Fill in the To, Subject, and Message fields.

  3. Click Add Attachment at the bottom of the compose window, then click Document Reference in the Attach File window.

    The Select Document dialog box displays.

  4. In the Library drop-down list, click the library that contains the document you want to attach.

  5. In the Document # field, type the document number.

    If you don’t know the number of the document, click Find to locate the document in the library. To attach a document displayed in the Find Results dialog box, click the document, then click OK.

  6. In the Version drop-down list, click which version you want to attach. If you select Specific Version, type the version number in the Version # field.

  7. Click OK.

  8. Click Send on the toolbar.

Embedding an OLE Object in an Item

  1. Open and address an item.

  2. Click File > Attachments > Attach Object.

  3. To embed an existing object, click Create from File, type the path and file name, then click OK. Skip to Step 8.

    or

    To create a new object and embed it, complete Step 4 through Step 8.

  4. Click Create New, then select a type of object.

  5. Click OK to open the application.

  6. Create the object you want to embed.

  7. Click the application’s File menu, then click Exit.

    This step might differ, depending on the application.

  8. Complete the item if necessary, then click Send on the toolbar.

In order for a recipient of an item to view or edit embedded OLE objects, the recipient must be using GroupWise.

If the recipients open the object and edit it, they must save it under a new file name. Otherwise, when they try to close the mail message, they receive an error.

If you have copied an OLE object to the clipboard, you can embed it in an open item by using Paste Special on the Edit menu.

3.1.6 Adding a Signature or vCard

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 email address at the bottom of every item you send.

If you have a number of different accounts, including POP3, IMAP4, and NNTP newsgroup accounts, you can create a different signature for each account. You can also create multiple signatures for the same account.

Signatures are created in HTML, which allows you to add graphics and formatting to your signature. When you send a text message, the HTML signature is converted to text.

You can also have GroupWise automatically add a vCard, or virtual business card, to the end of messages.

Creating a Signature

Signatures can either be created through the GroupWise client options, or from within a message you are composing.

To create a signature using the GroupWise client options:

  1. Click Tools > Options, then double-click Environment.

  2. Click the Signature tab.

  3. Select Signature, then click New.

  4. Type a name for the signature, then click OK.

  5. Create your signature in the HTML editor that is provided.

  6. Select whether you want this signature to be your default signature.

  7. Select whether you want to be prompted to add a signature for each item you send.

  8. Click OK.

To create a signature from the Compose view:

  1. Click the Options Slide-Out icon to open the Compose Options slide-out. The Signature drop-down menu is open by default.

  2. Click the edit icon next to Create new signature.

  3. Type a name for the signature, then create your signature in the HTML editor that is provided.

  4. Select whether you want this signature to be your default signature.

  5. Click OK.

Setting Up a vCard

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 email 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.

  1. Click Tools > Options, then double-click Environment.

  2. Click the Signature tab.

  3. Select Electronic business card (vCard) to automatically add a vCard to every email you send.

  4. Select the source of the vCard information.

    Generate from GroupWise Address Book: Composes a vCard based on your personal information in the GroupWise Address Book.

    Select from personal address book: Allows you to select any user in a personal address book and create a vCard from their personal information. This is useful when you send email on behalf of other users.

    Select a vCard file: Enables you to select a custom vCard .vcf file provided by a third-party company.

  5. Select whether you want to be prompted to add a vCard for each item you send.

  6. Click OK.

Adding the Signature or vCard to an Email

If you select Prompt before adding, you can manually add your signature while composing any message by clicking Click to add a signature in the message body. If you select Automatically add, your default signature is automatically added to all emails. You can edit the signature after it has been added to an item to personalize it for the item you are sending. Any changed made to the signature when editing it in place are not kept. If you set up a vCard, your vCard is added automatically to all emails as well. You can have both a signature and a vCard at the same time.

  1. In the compose view, select Click to add a signature, in the message body.

    Your default signature is immediately added to the message. If you haven’t created a signature yet, you will be prompted to create one now. For more information, see Creating a Signature.

  2. To select a different signature, hover over the signature area and click the small arrow in the upper right corner.

  3. (Optional) Make any changes you desire to the signature to personalize it for this specific item.

  4. When you are finished composing your message and signature, click Send.

Understanding Global Signatures

In addition to personal signatures, your GroupWise administrator can create a global signature for everyone to use. If the GroupWise administrator requires the global signature, it is automatically appended to all items that are sent. If a global signature is available but not required, it is appended to your signature if you already use a personal signature. If you don’t have a personal signature, the global signature is added only if required. When you resend an item, the global signature is not automatically added to the message.

3.1.7 Routing Mail to Multiple Recipients Consecutively

Use Routing Slip to send a mail message or task to several users consecutively. You determine the order of the route. When a user marks the routed item Completed, it is sent to the next user on the route.

If the routed item includes attachments, each user on the route can view and add comments to them. When comments are added to an attachment, all subsequent users on the route see the comments.

IMPORTANT:To see that the route is complete and to see comments/changes to attachments, you must add yourself to the end of the route.

NOTE:When you send a routed item to an external address, the item is automatically marked Completed (because the external recipient cannot mark it) and is sent to the next user on the route.

If you want to prevent a proxy from marking routed items Completed, you can require a password to complete a routed item.

Creating a Routed Message

  1. Open a mail message or task.

  2. Click Actions > Routing Slip.

  3. In the Route box, type a user name, then press Enter. Repeat for each user included in the route.

    or

    Click Address on the toolbar to select user names from the Address Selector dialog box.

    You can also specify personal groups as recipients of a routed item. When you use the Address Selector dialog box, the group is expanded into its members so that you can specify the order of the users in the route.

    IMPORTANT:Make sure you add yourself to the end of the route so you see when it is complete and any attachment comments/changes.

  4. Type a subject and message.

  5. If you want to prevent a proxy from marking routed items Completed, you can require the recipient’s GroupWise password to mark the item Completed. Click the Send Options tab, click Security, then select Require password to complete routed item.

  6. Click Send on the toolbar.

Addressing a Routed Item with an Address Book

  1. In a mail message or task, click Address on the toolbar.

  2. Select the Routing Slip check box.

  3. Ctrl+click names in the order you want to route the item, then click Route.

    or

    Double-click names in the order you want to route the item.

    Use drag and drop to change the order of names in the list of addresses.

    IMPORTANT:Make sure you add yourself to the end of the route so you see when it is complete and any attachment comments/changes.

  4. Click OK.

Requiring a Password before Marking a Routed Item Completed

When you require a password, users must enter the password for their mailbox before they can mark the item Completed.

To require a password for all routed items you create:

  1. Click Tools > Options.

  2. Double-click Security, then click the Send Options tab.

  3. Select Require password to complete routed item.

  4. Click OK.

For information on GroupWise passwords, see Section 1.3, Assigning a Password to Your Mailbox.

Completing a Routed Item

  1. When you are finished with the assignment or instructions in the routed item, open the item.

  2. If you need to view and edit an attachment to the routed item, open the attachment in its associated application, make your changes, then save the file and close the application.

    The file is saved to your computer’s temporary files directory. Do not change the path; otherwise, your changes will not be included when the routed item is sent to the next recipient.

  3. In the item, select Actions > Mark Completed, then click OK.

    You can also select the Completed check box in the item header.

  4. If the sender has required a password to complete the item, type your GroupWise password, then click OK.

    The item is sent to the next user on the route.

  5. Click Close.

3.1.8 Sending S/MIME Secure Messages

GroupWise works with security software you have installed, to send secure items.

Requirements

The security features described in this section are available through any cryptographic providers that use the Microsoft Cryptographic API and support full RSA and/or AES.

Adding Security

You can add security to the items you send by digitally signing them or encrypting them. When you digitally sign an item, the recipient is able to verify that the item was not modified en route and that it originated from you. When you encrypt an item, you are able to ensure that the intended recipient is the only one who can read it.

When you sign or encrypt items using GroupWise, the recipients can read the items with any other S/MIME-enabled email product.

Understanding Security Certificates

A security certificate is a file that identifies an individual or organization. Before you can send secure items, you must obtain a security certificate. Use your web browser to obtain a certificate from an independent certificate authority. See the GroupWise Digital Certificate web page for a list of certificate authorities.

You can also use LDAP to search for a security certificate.

You use your security certificate to digitally sign items you send. You use other users’ public security certificates to verify digitally signed items they send to you.

To encrypt an item and have the recipient user decrypt it, you must have already received the user’s public security certificate. An element of this security certificate, called the public key, is used to encrypt the item. When the recipient opens the encrypted item, it is decrypted with another element from the security certificate, called the private key.

There are two ways to obtain a user’s public security certificate:

  • The user can send you a digitally signed item. When you open the item, you are prompted to add and trust the security certificate.

  • The user can export his or her public certificate, save it to a disk or external drive, and deliver it to you. You then import the public certificate.

Receiving a Secure Item

Secure items are marked in your Item List with the following icons:

Icon

Description

Signed item

Encrypted item

Signed and Encrypted item

Using Security Service Providers

Depending on the security software you have installed, you can select different security service providers for the items you send. For example, your organization might require you to use one security service provider for work items because of a preferred encryption method, but you might want a different security service provider for sending personal items. The security options available depend on the security service provider you select.

See Selecting a Security Service Provider for more information.

Advanced Information

GroupWise is compatible with the S/MIME version 2 and 3 specification. The security service providers that GroupWise supports have common encryption algorithms such as RC2, RC4, and in Windows 7 or later, AES. When digitally signing an item, GroupWise hashes the item into a message digest using the standard SHA-1 algorithm. The message digest is distributed with the item being sent.

See Selecting a Security Service Provider for more information.

Digitally Signing or Encrypting a Message

To encrypt an item and enable the recipient to decrypt it, you must have received the recipient’s public security certificate.

  1. Ensure that you have a security certificate and that you have selected the security service provider you want to use.

  2. Open an item view.

  3. Click the To field, type a user name, then press Enter. Repeat for additional users.

  4. Click to digitally sign the item.

  5. Click to encrypt the item.

  6. Type a subject and message.

  7. Click Send on the toolbar.

    If you receive a Recipient Certificate Not Found message when you attempt to send the item, one of the following is true: 1) You are trying to encrypt an item for a recipient and don’t have his or her public certificate; 2) The email address in the public certificate does not match the recipient’s email address; or 3) There is no email address in the recipient’s public certificate and the recipient’s email address cannot be verified.

    If 1) is true, you need to obtain the recipient’s public security certificate. If 2) or 3) is true, click Find Certificate to locate the recipient’s certificate.

Digitally Signing or Encrypting All Messages

  1. Click Tools > Options.

  2. Double-click Security, then click the Send Options tab.

  3. Select Sign digitally or Encrypt for recipients.

  4. Click Advanced options, then make selections.

  5. Click OK twice, then click Close.

Obtaining a Security Certificate from a Certificate Authority

For most companies, the local GroupWise administrator issues security certificates. If you are unsure about where to obtain a security certificate, please contact your local GroupWise administrator.

  1. Click Tools > Options.

  2. Double-click Certificates.

  3. Click Get Certificate.

    Your web browser launches and displays the GroupWise web page, which contains a list of certificate authorities. This is only a partial list; GroupWise supports a wide variety of certificate authorities.

  4. Select the certificate authority you want to use, then follow the instructions on the website.

    If you used Internet Explorer to obtain the certificate, the certificate is available in GroupWise. If you used Firefox or Chrome to obtain the certificate, you need to export or back up the certificate from the browser (see your browser’s documentation for how this is accomplished). For more information, see Importing or Exporting Security Certificates.

  5. In GroupWise, click Tools > Options, double-click Security, then click the Send Options tab.

  6. Select Microsoft Base Cryptographic Provider or Microsoft Enhanced Cryptographic Provider from the Name drop-down list under Select a security service provider.

    Select the appropriate security service provider based on the encryption strength of the certificate you are using. The encryption strength of a certificate depends on the encryption strength of the browser used to obtain the certificate. For example, if you have Internet Explorer with 128-bit encryption installed, the encryption is high, and only works with Microsoft Enhanced Cryptographic Provider.

  7. Click OK.

  8. Double-click Certificates, click the certificate you want to use, then click Set As Default.

  9. Click OK, then click Close.

Selecting a Security Service Provider

  1. In the Main window, click Tools > Options.

  2. Double-click Security, then click the Send Options tab.

  3. Select a security service provider from the Name drop-down list.

  4. Click OK, then click Close.

The security service provider you select takes effect as soon as you log in to the provider (if login is required). The options and encryption methods available depend on the security service provider you have selected.

You cannot select security service provider options in an individual item. You must select these options from the Main Window.

Selecting a Security Certificate for Digitally Signing Items

  1. Click Tools > Options.

  2. Double-click Certificates.

  3. Click the certificate name.

  4. Click Set As Default.

  5. Click OK, then click Close.

Using LDAP to Search for Recipient Encryption Certificates

Before you can use an LDAP directory service to search for security certificates, you must add the LDAP directory service to your GroupWise Address Book. For more information, see Adding a Directory Service to an Address Book.

  1. Click Tools > Options, then double-click Security.

  2. Click the Send Options tab.

  3. Click Advanced options.

  4. Select Search for recipient encryption certificates in the default LDAP directory defined in LDAP Address Book.

  5. Click OK twice, then click Close.

Selecting the Method Used for Encrypting Items

  1. Click Tools > Options.

  2. Double-click Security, then click the Send Options tab.

  3. Click Advanced options.

    Use recipient’s preferred encryption algorithm if available: GroupWise attempts to use the recipient’s preferred encryption algorithm, if it is available.

    Search for Recipient encryption certificates in the default LDAP directory defined in LDAP Address Book: GroupWise uses the defined LDAP Address Book to attempt to find encryption certificates for the recipient.

    Default encryption algorithm: In the Encrypted Item box, the encryption algorithm drop-down lists are scrollable and include all encryption algorithms that are supported by the version of the web browser installed on the workstation where you are running the GroupWise client. The following list is a sample:

    • 3DES (168 bits)

    • DES (56 bits)

    • RC2 (128 bits)

    • RC2 (40 bits)

    • RC2 (56 bits)

    • RC2 (64 bits)

    • RC4 (128 bits)

    • AES (128 bits)

    • AES (256 bits)

    Broadcast my preferred encryption algorithm in signed item as: When you send an encrypted item, you can specify your preferred encryption algorithm to use.

    Send the message portion in clear text format (clear signing): Sends the message in clear text; otherwise, it is sent as a PKCS7 encoded message.

    Include my Certificate Authority’s certificates: Your certificate authority’s certificate is included in the message you send.

    Check incoming/outgoing security item for revoked certificates: Checks the incoming and outgoing security item against the Certificate Revocation List.

    Warn if revocation server is offline: You receive a warning if the revocation server is offline when GroupWise checks for it.

    Warn if there is no certificate revocation information in certificates: You receive a warning if there is no certificate revocation information inside the certificate.

    Do not check certificate for S/MIME compliance: The certificate is not checked for compliance with S/MIME.

    Check certificate for Compliance with S/MIME version 2: The certificate is checked for compliance with the S/MIME version 2 standard.

    Check certificate for Compliance with S/MIME version 3: The certificate is checked for compliance with the S/MIME version 3 standard.

  4. Make selections in the Encrypted item group box.

  5. Click OK twice, then click Close.

The available encryption methods depend on the security service provider you have selected.

Checking Whether the Digital Signature of an Item Was Verified

  1. Open a digitally signed item that you received.

  2. Click File > Security Properties.

  3. Click the tabs to view information about the security certificate that was used.

The digital signature is verified when you open the item. If there are any concerns about the certificates that sign the item, a warning or an error displays immediately and the status bar of the item displays “Untrusted.”

If the digital signature was not verified, the security certificate might be invalid or the message text has been changed since the item was sent.

Viewing Received Security Certificates and Changing the Trust

  1. Click Contacts in the Full Folder List.

    To access the Full Folder List, click the folder list header drop-down list (located 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.

    or

    Open the Address Book.

  2. Double-click a contact, then click the Advanced tab.

  3. Click Manage Certificates.

  4. Click a certificate, then click View Details.

If you initially did not trust a recipient’s security certificate and want to trust it, open a digitally signed item from the recipient, click the security certificate, click Modify Trust, click a trust option, then click OK.

If you no longer want to trust a recipient’s security certificate, click the security certificate, click Remove, then click Yes.

When you remove a recipient’s security certificate from the list, it is removed from your certificate database. If you receive an item using that security certificate in the future, it is considered unknown.

Viewing Your Own Security Certificates

  1. Click Tools > Options.

  2. Double-click Certificates.

  3. Click a certificate, then click View Details.

If you have multiple security certificates, the default security certificate is indicated by a check mark. To change the default, click a certificate, then click Set As Default.

You can change the name of your security certificate by clicking Edit Properties, and then editing the text in the Certificate name field. The certificate name is reflected in the list and is not stored in the actual certificate.

Importing or Exporting Security Certificates

When you export your security certificate with the private key to a file, a password is required to protect the exported file. You can use the exported file as a backup copy, or you can import the file on another workstation. If another user obtains the file and its associated password, he or she can digitally sign items in your name, and can read encrypted items you receive.

When you export your public certificate, you can send it to another user. The other user can then import your public certificate and send you encrypted items.

  1. Click Tools > Options.

  2. Double-click Certificates.

  3. Click Import or Export.

    or

    Click Certificate Authorities’ Certificates, then click Import or Export.

  4. Type a file name, including the path.

    You can also click Browse to find the certificate file, click the file name, then click Save or Open.

  5. If required, type your certificate password.

  6. Click OK.

3.1.9 Saving Unfinished Email

Understanding Auto-Save

When you compose a new message in GroupWise, items are automatically saved for you. This prevents the loss of any messages you are authoring if GroupWise unexpectedly shuts down. When GroupWise restarts, you have the option to recover these messages to finish composing them.

When you are composing a new message in GroupWise, by default the message is automatically saved to disk every 30 seconds. The message is saved as a MIME file to c:\Documents and Settings\user\Local Settings\Application Data\Novell\GroupWise\GWItemSave.eml. The file name increments if you are composing multiple messages simultaneously. When you save the message to your Work in Progress folder or close the item, the auto-saved message is deleted.

When GroupWise starts, if there are auto-saved messages in the c:\Documents and Settings\user\Local Settings\Application Data\Novell\GroupWise directory, a window is displayed letting you know you have auto-saved messages.

You have the following options for auto-saved messages:

Retrieve all saved messages into GroupWise: Recovers the auto-saved messages in GroupWise so that you can finish composing the messages later.

Delete all saved messages: Deletes the auto-saved messages from disk. The information in them is permanently lost.

Ask again next time GroupWise is started: Retains the saved messages on disk but does not recover them in GroupWise. The next time that GroupWise is started, the same window reappears.

Enabling or Disabling Auto-Save

By default, Auto-Save is enabled.

  1. Click Tools > Options, then double-click Environment.

  2. Click the General tab, then deselect Enable auto-save to disable Auto-Save.

    or

    Select Enable auto-save to enable Auto-Save.

  3. Click OK.

Saving an Unfinished Email

  1. In an open item, click File > Save Draft.

  2. Click the folder you want to save the item to, then click OK.

The draft message is placed in the folder you chose in Step 2. The default folder for unfinished messages is the Work In Progress folder.

3.1.10 Selecting Send Options

Changing the Priority of Email You Send

  1. To change the priority of one item, open an item, click Send Options > General.

    or

    To change the priority of all items you send, click Tools > Options, double-click Send, then click the Send Options tab.

  2. Select High Priority, Standard Priority, or Low Priority.

    The small icon next to an item in the Mailbox is red when the priority is high, white when the priority is standard, and gray when the priority is low.

  3. Return to the item you are composing.

    or

    Click OK, then click Close to save the setting for all items.

Concealing the Subject of Email You Send

For sensitive information, you can conceal the subject line. The subject is visible only when the recipient opens the item.

  1. To conceal the subject for one item, open an item view, then click Send Options > Security.

    or

    To conceal the subject for all items you send, click Tools > Options, double-click Send, then click the Security tab.

  2. Select Conceal subject.

  3. Return to the item you are composing.

    or

    Click OK, then click Close to save the setting for all items.

Delaying Delivery of an Item

When you delay delivery of an item, the item is delivered on the day and time that you specify. You can modify or retract the item before it is delivered, as described in Section 3.2, Managing Sent Email. However, if the item has been configured to be delivered through the Internet, it cannot be retracted.

  1. To delay the delivery of one item, open an item view, then click Send Options > General.

    or

    To delay the delivery of all items you send, click Tools > Options, double-click Send, then click the Send Options tab.

  2. Click Delay delivery.

  3. Specify how many days later you want the item delivered.

  4. Return to the item you are composing.

    or

    Click OK, then click Close to save the setting for all items.

Setting an Expiration Date for Email You Send

If you set an expiration date for an email or phone message you send to another GroupWise user, the message is retracted from the recipient’s GroupWise Mailbox when the message expires.

  1. To set an expiration date for one mail or phone message you sent to GroupWise users, open an item, then click the Send Options > General tab.

    or

    To set an expiration date for all mail and phone messages you send to GroupWise users, click Tools > Options, double-click Send, then click the Send Options tab.

  2. Select Expiration Date.

  3. Specify how long you want the message to remain in the recipient's Mailbox.

  4. Return to the item you are composing.

    or

    Click OK, then click Close to save the setting for all items.

Changing the Security Setting (Classification) of All Items You Send

A classification is a security setting that lets the recipient know if the item is confidential, top secret, and so forth. This information appears at the top of the item. A classification does not provide any encryption or additional security. It is meant to alert the recipient to the relative sensitivity of the item.

  1. In the Main Window, click Tools > Options.

  2. Double -click Send, then click the Send Options tab.

  3. Select a security setting from the Classification drop-down list.

    • Normal

    • Proprietary

    • Confidential

    • Secret

    • Top secret

    • For your eyes only

  4. Click OK.

Adding a Contact to an Email

When you add a contact to an email on the Send Options tab, the contact does not receive the email, but the email is displayed in the contact history for the contact. For additional information on contact history, see Viewing All Correspondence with a Contact.

To add a contact to an email you are sending:

  1. In an email you are composing, click the Send Options tab.

  2. In the Contacts field, specify a contact whose contact history you want to contain the message.

  3. Finish composing the message, then click Send.

You can add users as contacts to an email after an email is sent or received, as described in Adding a Contact to an Email You Send or Receive.

Notifying Recipients

To keep Notify from alerting recipients when the item you’re composing arrives in their Mailbox:

  1. In an item you are composing, click the Send Options tab.

  2. Deselect Notify Recipients.

  3. Finish composing the message, then click Send.

3.1.11 Posting a Sticky Note

A sticky note is a message that is posted to your mailbox only. Sticky notes are a way of creating personal notes for yourself. If you are running GroupWise Mobility Service 2.1 or later and Notes sync is enabled on the mobile device, sticky notes will synchronize to notes applications on mobile devices. A new folder called Mobile Notes is created below the Tasklist folder in the GroupWise client, and sticky notes created in or moved to this folder will be synced to and from your mobile device.

  1. Click File > New > Sticky Note.

  2. Type a subject.

  3. Type a message.

  4. To include attachments, click the Attachment icon on the toolbar.

  5. Click Post on the toolbar.

3.1.12 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.

  1. Click File > New > Phone Message.

    You can place a New Phone Message button on the toolbar. See Customizing the Main Toolbar.

  2. In the To field, type a user name, then press Enter. Repeat for additional users.

    or

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

  3. Type the caller, 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.

  6. Click Send on the toolbar.

HINT:You can change the phone messages you receive into tasks, reminder notes, or other personal 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). See Changing Email to Another Item Type.

3.1.13 Voting

Voting allows a user to send a topic with a list of responses to other users, who can then select a response. A summary email is then sent to all of the participants on which all of the voting results are displayed. The results are found on the pull-down menu in the header or on the Properties page of the summary email. The sender can select from pre-formed responses or can create a semi-colon delimited list of responses that they can send to the recipients. Voting results can be private or public so that either only the sender can see the results or all recipients can see the results.

  1. In the Options slide-out on the Compose view, select Voting Options.

  2. Select Enable Voting.

  3. In the Options drop-down list, select from the list of pre-formed responses or enter your own responses separated by a semi-colon.

  4. (Optonal) Set the Voting Results Visibility to All recipients or Sender only depending on if you want the results public or private.

  5. In the To field, type a user name, then press Enter. Repeat for additional users.

    or

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

  6. Type a subject.

  7. Type a message.

  8. Click Send on the toolbar.