GroupWise WebAccess

• Overview
• How to Login to GroupWise WebAccess
• The Main Screen
• Toolbar Icons
• Item List Icons
• Getting Help
• Reading an Item
• Working with an Item
• Saving an Attachment
• Replying to an Item
• Sending an Item
• Using the Address Book
• Attaching One or More Files
• Using the Calendar
• Scheduling an Appointment with Others
• Exiting GroupWise WebAccess

Created by Emory Health care; edited for D97 with permission.

Overview     Back to Top

Access to your GroupWise account is available via the Web.  The GroupWise WebAccess program allows you to perform most of the same functions available through the GroupWise client software.  Certain functions, such as proxying, saving a draft message and viewing archives, are not available through WebAccess.  This document will explain how to login and perform the most commonly-used functions.

How to Login to GroupWise WebAccess      Back to Top

1. Start your Web browser software (Internet Explorer is the standard, supported browser software).
2. Type the address http://www.op97.org and press the Enter key.
3. Choose the "Web Access" button from the main page or click the "Staff Tools" button, then choose "Web Access"
4. Leave the box beside Java-enhanced unchecked for faster access.  
5. In the Name field, type your first and last names as they appear in the GroupWise address book. 
6. Type your GroupWise password in the Password field.  Remember that GroupWise passwords are case-sensitive.
7. Click on the  button.

The Main Screen      Back to Top

After you have successfully entered your name and GroupWise password, the main GroupWise Enhancement Pack WebAccess screen will appear.  An example of the main GroupWise Enhancement Pack WebAccess screen is shown below.  The left side of the screen lists the toolbar icons.  The next section displays whose account is being viewed and lists the folders available for display.  The right side of the screen lists the contents of the currently selected folder.

Toolbar Icons      Back to Top

Hovering your mouse over the toolbar icons shown on the left side of the screen will display information on what function they perform:

view the mailbox

compose new mail message, appointment, task or note

search the GroupWise address books

work with the calendar

exit GroupWise WebAccess

Item List Icons      Back to Top

The most commonly encountered Item List icons are shown below.  Note that the same icons displayed in red indicate a high priority item.   An icon with a red arrow in front of it indicates the item was sent by you.

unopened mail message

unopened mail message with one or more attachments

sent mail message

unopened appointment 

unopened note

unopened task

unopened phone message

Getting Help    Back to Top

Click on the toolbar icon for help performing tasks within GroupWise WebAccess.  

Reading an Item    Back to Top

The main screen displays your mailbox items by default.  The word Mailbox will be bold to indicate it is the currently selected folder as shown below.  (If it is not the currently selected folder and you want to read your incoming items, just click once on the word Mailbox to select that folder.)  

All items (mail messages, appointments, tasks, etc.) are opened the same way. To read an item, place the mouse over the subject of the item you want to read and click once.  

The selected item (mail message, appointment, task, etc.)  will appear in a new, separate browser window as in the example below. 

Working with an Item    Back to Top  

The actions available to you will vary depending on the type of item you are reading.  Remember that all items open in a new browser window, so when you are finished working with an item, be sure to click on the icon.

For mail messages, your options are:

Your options for appointments and notes are listed below.  Note that you must accept, decline or delegate appointments and notes.  

Your options for tasks are listed below.  Note that you must accept, decline, delegate or mark as complete tasks. 

Saving an Attachment    Back to Top 

The attachment will have abeside it as shown in the example below.

Click on to save the attachment to your computer.  The screen you see next will vary depending on your computer's operating system and browser.   If prompted, you want to choose "Save this file to disk" as shown in the example below.

Next, you should see a screen prompting you for the location where you want to save the file as shown in the example below.  Specify the "Save in" location and click on Save.

Replying to an Item    Back to Top

When reading a message, you can click on the button to reply to the sender of the original message or the button to reply to the sender and all other recipients of the original message.  You may also add other addressees to your reply either by typing their name(s) in the To:, CC: and/or BC: fields or by finding them in the address book (click here for information on using the Address Book).  The original message is included as part of your reply as shown in the example below.

 

Sending an Item    Back to Top

Click on the Compose icon to create and send a new mail message, appointment, task, note or phone message.  A new "Compose" window will appear.  We will create a new mail message in our example, but you could choose to create a new appointment, task, note or phone message simply by clicking on the appropriate button at this point.  The screen will look something like this:

• Type the address(es) to which you want to send the item in the To: box.  If you are sending to other GroupWise users, their address is simply their first and last name.  Separate each person's address with a comma.  If you do not know the person's address, you may look them up in the Address Book (click here for information on using the Address Book)
• Type a subject in the Subject box.
• Type the message you want to send in the Message box.
• Click on the Spell Check button if you want to check your spelling.
• If you want to attach a file to your message, click on the Attach button.
• Click on the Send button.

Using the Address Book    Back to Top

You may type the names of the people to whom you want to send the item (mail message, appointment, task, etc.)  directly in the To:, CC: and/or BC: fields.  Be sure to separate each name with a comma.  The names you enter must exactly match how the names appear in the GroupWise address book.  If you're not sure how someone's name has been entered into the GroupWise system, you can go look them up in the address book.  

While in the Compose item window, click on the button to search for someone in the address book.  The screen you see next depends on whether or not you checked the JAVA-enhanced checkbox on the initial WebAccess login screen.  If you chose JAVA-enhanced, you'll see the JAVA address book.  Otherwise, you'll see the HTML address book.  Both versions search the same address book, but how that information is displayed will be different.  We'll assume you chose the default (did not check JAVA-enhanced on the initial login screen).  Therefore, you'll see the HTML address book screen similar to the one below.

There are several ways to search the address book.

• Type the person's last name in the Last Name field 
• Type the person's first name in the First Name field
• Use the "wildcard" search by typing part of the person's first and/or last names followed by an *.  For example, if you know the last name starts with the letter D but aren't sure how it is spelled, type D* in the last name field.
• You can leave both the First Name and Last Name fields blank to see all names in the address book, 25 names at a time.

Once you have entered whatever search criteria you want (or nothing to see all names), click on the button.  The screen will now show a list of names that match your search criteria.  Click the checkbox beside the name(s) of the person(s) to whom you want to address the message, and click on the To:, the CC:, or the BC: button to add the name(s) to your addressee list. 

If you choose to display the entire system address book, you'll see the first 25 names as shown in the example below. If the name you are looking for is not in the first 25 names, you'll need to scroll down to the bottom of the list and click on the button to see the next 25 names.

Once you've checked the name(s) and clicked on the To:, CC: or BC: button, you'll be returned to the Compose item screen.  If you need to add others to the addressee list, repeat the search process:

• click on the button on the compose item screen
• enter your search criteria 
• click on the icon 
• check the boxes beside the name(s) of the person(s) to whom you want to send the item 
• click on To:, CC: or BC: 

The system address book is searched by default, but you can search your personal address book or Frequent Contacts address book by clicking on the beside and selecting the address book you want to search.

Attaching One or More Files    Back to Top

Click on the Attach button to attach one or more files to the item you are composing.  A screen similar to the one below will appear.  You can either type the full path and file name in the box below "Attach File"  or you can click on Browse to find the file.  Click on the Browse button.

For our example, we want to attach the file Broadcast.doc located in the Documents folder on the C: drive.  If necessary, we would need to change the "Look in" location to C: and then find and double-click on the Documents folder.  

Next, find the file you want to attach and double-click on it.  The screen will now look like the following, with the file name appearing in the "Attach File" field.  Notice the "0 Attachments" midway down the screen.  You must click on the Add button to add the file to the list of attachments.  

Once you click on the Add button, the screen will now look like the following.  Notice the screen now indicates there is 1 Attachment.

You can add another attachment at this point or click OK if you are through adding attachments.  The Attachments window will close, and you will be returned to the item composition screen.  Notice the icon in the middle of the screen indicating that the file is now attached to the item you are composing.  

Using the Calendar        Back to Top

Click on the toolbar icon to view your calendar.  The calendar screen you see next depends on whether or not you checked the JAVA-enhanced checkbox on the initial WebAccess login screen. We'll assume that you left the default (did not check JAVA-enhanced) on the initial login screen. The default HTML calendar displays a one-day view of your calendar as shown below.

 

To view a different day, click on the date on the month's calendar or click on the beside the displayed date and/or month, select the correct date and/or month and then click on the button.  Click on Week to see a week's view of your calendar or click on Month to see a month's view of your calendar.

To add a new appointment, note or task to your calendar via WebAccess, you must create a new appointment, note or task, send it to yourself and then accept it.   

Scheduling an Appointment with Others       Back to Top

If you are viewing the calendar, click on .  If you are viewing your mailbox, click on the Compose toolbar icon and click on the appointment button to compose an appointment.  You'll see a screen similar to the following.

Type the names of everyone to whom you want to send the appointment or use the address book (click here for information on using the Address Book). 

Click on . The system will check the calendars of the addressees.  This may take a few minutes.  When the search is finished, the compose appointment screen will be updated with the dates and times when all addressees are available as in the example below.

You may click on the highlighted time under the date you want to select it as the start time.  For example, you could click on under Thursday - February 15.  The Time field will then say 8:00 A.M.   If you want a different start time from any of those that are highlighted, you will need to type it yourself in the Time field.   For example, if you wanted the meeting to start at 9:00 on Thursday, February 15 you would need to type that in yourself.  9:00 is within the available time range of 8:00am to 2:00pm on that date.

Once you have entered the time and duration, be sure to enter a Subject and type a message.  Click on Send.  

Each recipient will need to accept your requested appointment before it is placed on their calendar.  You may go to your  Mailbox, click on the Sent Items folder, open the appointment request you sent, and click on Properties to see who has or has not accepted your appointment.  A sample properties screen is shown below.

Exiting GroupWise WebAccess        Back to Top

Be sure to click on the icon when you are finished using GroupWise WebAccess to ensure your account is closed. Otherwise, anyone who uses the computer after you could use the browser's back button to view the information in your GroupWise account.