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7 - GroupWise

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    Coping with Information

    Overload: Is your E-mail

    an E-pile?

    Tips and tricks to help organize, maintain

    and control your email inbox

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    Agenda

    Introductions

    Overview of GroupWise 7.0

    Whats New Navigational Toolbar

    GroupWise Cabinet and folders Adding Columns

    Categories, Colors and Rules

    Archiving emails Tips on writing a good email

    Questions and review

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    GroupWise 7.0 - Overview

    Graphic thankfully used with permission (GW 6.5 training manual)

    Proxy Access/

    ArchiveNavigational Bar

    (Colored Bar)Filter box and icon

    View Button

    Toolbar

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    GroupWise 6.5 vs. 7.0

    (5) 2006 Library Staff DayIs Your E-mail an E-pile?

    Fixed gray background

    Mutable background

    Small icons

    Larger icons

    2 levels of

    navigation

    3 levels of

    navigation

    Category filter

    symbol

    Quick Filter

    Customizable

    tabs

    6.5

    7.0

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    Navigational Toolbar Customizable Tabs

    GW 7.0 has a cool new way to help you access and save emails to yourmost frequented folders shortcut tabs along the top of the toolbar

    (6) 2006 Library Staff DayIs Your E-mail an E-pile?

    To Create Tab

    1. Right click anywhere along

    colored toolbar

    2. Select Customize Nav Bar

    3. Customize Nav Bar

    dialogue box appears

    4. Navigate to the folder you

    wish to add and place a

    check mark next to it5. Click on OK

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    Navigational Toolbar Customizable Tabs

    GW 7.0 has a cool new way to help you access and save emails to yourmost frequented folders shortcut tabs along the top of your screen

    (7) 2006 Library Staff DayIs Your E-mail an E-pile?

    To Create Tab

    1. Right click on colored

    toolbar

    2. Select Customize Nav Bar3. Customize Nav Bar

    dialogue box appears

    4. Navigate to the folder you

    wish to add and place a

    check mark next to it5. Click on OK

    6. New tab created!

    A shortcut to whatever folder

    you selected is nowaccessible via the toolbar

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    Navigational Toolbar Customizable Tabs II

    (8) 2006 Library Staff DayIs Your E-mail an E-pile?

    Cabinet tab not enough?

    You can add more!

    Right click to get

    Customizable Nav Bar

    Scroll through folder list

    to find new folder (can

    drill down as far as you

    want)

    Check folder and hit ok

    New tab for Book-It now

    created next to Cabinet

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    Navigational Tabs What do they do?

    Access

    Quickly access and open

    folders you use most often

    1. Click on tab shortcut

    2. GroupWise opens folder

    to display messages

    1.

    2.

    Navigational tabs can speed up you

    searching as well. Instead of

    navigating to the folder you are looking

    for via the left pane, you can use ashortcut tab to navigate first to

    higher level folder (e.g. Cabinet)

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    Navigational Tabs Quick Save

    Save

    1. Highlight message you wish

    to move

    2. Drag message up to folder

    shortcut in navigational

    toolbar3. Drop! (Message disappears)

    4. Message has now been

    moved to new folder

    without going through

    cabinet navigation

    1.

    4.

    3.Before

    After

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    GroupWise Cabinet Introduction

    Used to sort and store messages

    Looks similar to Windows Explorer

    Currentlysaves until you delete may change in the future to auto-

    delete in 45 days (like other City

    departments)

    Use naming conventions

    Select name that is both descriptive

    and short

    Folder name should be easily

    understood/ deciphered (especially

    important for shared folders)

    Length should be no more than twowords short is good!

    Use consistent punctuation

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    GroupWise Creating Folders

    1. Right-Clickon the Cabinet2. SelectNew Folder

    3. Youll now see the Create PersonalFolder Dialog Box (below)

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    GroupWise Creating Folders II4. Enter the Nameof the Folderin the

    next Windowclick Next

    5. New folder is created (Default

    is not alphabetical. Use Up/Down buttons to place)

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    GroupWise Creating Folders III

    6. Click Finishignore everything else. 7. The New Folder appears under theCabinet.

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    Cabinet Adding Messages

    1. Highlight message you wish

    to move/save

    2. Drag and drop email

    message into folder

    3. Email is transferred from Inbox to folder

    3.

    1.

    2.

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    GroupWise Using Columns

    Email column headers are

    similar to those found in

    Windows Explorer

    You can sort by column (nextstep), or add new columns that

    better suit your needs. You can add columns to your

    mailbox (Inbox) or folders

    Sorting Columns

    Clickthe Wedgeshapein any of the

    column headers to Sort

    Ascendingor Descending. NOTE:the Wedge Changes shapedependingon Ascendingor Descending.

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    GroupWise Using Columns II

    Not limited to Name, Date,Subject

    Size

    Category

    Folder

    Message Status

    And many more

    You can add columns to your

    Inbox (above) or specific

    folders (right)

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    GroupWise Adding Columns

    Benefits of additionalcolumns:

    Can easily see data/information that helps youquickly scan emails

    Only add columns you finduseful

    Easy to add and delete

    To add new columns (simple):

    1. Right click anywhere alongthe grey toolbar

    2. Select new column headerfrom list with cursor

    3. New column appears

    1.

    3.

    New columns are sortable!

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    GroupWise Adding/Deleting Columns

    To add more columns:

    1. Right click anywhere along thegrey toolbar

    2. Select More columns

    3. Youre now given a choice ofdozens of additional columns to

    add to your Inbox or Folder4. Highlight new column and click

    Add

    5. Click OK

    To delete columns:

    1. Right click anywhere along thegrey toolbar

    2. Select More columns

    3. Highlight the column you wish toremove and select Remove

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    Colors and Categories

    Create eye-catching emails

    through the use of color andcategories

    To Access:1. Highlight message you wish

    to color-code

    2. Right click and select

    Categories

    3. Select a pre-set category, orcreate your own (next slide)

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    Creating Categories

    Categories you select (or create) arefully editable you can easily add orchange name or color

    To Create New Category

    1. Enter Category name

    2. Click Add3. New Category will now be viewable

    the next time you right click onhighlighted message

    To Change Color

    1. Highlight Category you wish tomodify

    2. Select Edit Color

    3. Choose color from available swatch

    4. Click OK

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    Why Categories?

    Why Categories?

    Quickly add eye-catching

    color to emails you

    want/need to see first

    Can filter by categories Can create custom

    categories and then

    automaticallyhave emailscolored via Rules

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    Rules Set up

    To Set up a Rule

    1. Tools -Rules

    2. Click New

    3. Namerule

    3.

    1.

    2.

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    Rules Set up II

    To Set up a Rule

    1. Tools -Rules

    2. Click New

    3. Namerule

    4. Select Item Type1. Mail

    2. Appointment, etc.

    5. Define Conditions

    1. From a specific person?2. About a specific topic?

    3. With a specific word inheader?

    4.

    5.

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    Rules Set up III

    To Set up a Rule

    1. Tools -Rules

    2. Click New

    3. Namerule

    4. Select Item Type1. Mail

    2. Appointment, etc.

    5. Define Conditions

    1. From a specific person?

    2. About a specific topic?

    3. With a specific word in

    header?

    6. Hit OK, then Run

    6.

    Youll know your rule is working, onceyou see the Rule Execution complete

    message box.

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    What to do with Rules

    Why Rules are cool

    Create a rule to

    automatically color

    specific emails when

    they come into your

    email box

    Create a rule that will

    automatically moveemails into a specific

    folder

    Note: This is where you set up your

    out of office and vacation rules too!

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    GroupWise - Archive

    Archiveprotects items from being Accidentally Deleted.Depending on your job requirements, you may need to use the

    Archivefeature to Save E-Mail Messagesto KeepRecordsofSubstantiveCity Business.

    What to Archive

    Old correspondence

    Closed or obsolete projects

    Emails related to completed

    past events

    Why Archive?

    Tidies up your Inbox and folders

    decreases amount of email Removes emails you arent

    using/accessing on a regular basis

    Might one day be the only way to

    save emails longer than 45 days

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    GroupWise How To Archive

    1. Locate email (or folder) you wish

    to Archive and highlight

    2. Right click on message (or folder)

    and select Move To Archive

    3. Message (or folder) disappears

    and is sent to your Archive

    Helpful Hint

    I send myself a recurring appointment atthe start of each year, reminding myself toarchive at the start of each month.

    You can archive either from the main GroupWise mailbox (right pane) or from a folder(on left).

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    GroupWise Opening Your Archive

    There are two ways to openyour archive:

    Method 1

    1. Click on Onlineabove your

    mailbox Name2. Select Archive

    Method 2

    Click on File and select OpenArchive

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    GroupWise Navigating the Archive

    You can always tell if youre in the

    Archive as it will say

    (Archive) Novell GroupWise Mailbox

    To un-archive any message

    1. Highlight message and right click2. Click on the checkedMove to Archive

    3. This unchecks the box and moves the

    message back to your Inbox

    To return to mailbox, uncheck Open Archive

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    GroupWise What Not to Keep

    Rule of thumb: If someone else has it, you dont

    have to keep it

    Not all email needs to be saved

    What can be deleted General City or Dept. all notices

    Notices from IT

    Requests for general information

    Personal emails

    Remember: Delete after you read!

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    GroupWise Fine Print

    City Employees Should Retain Electronic Records That ContainSubstantive City Policy- This is equally true for both paper and electronicrecords, regardless of the format (e.g. Word, e-mail, Excel.)

    Most Records are Subject to Public Disclosure- Like most paper records,most electronic documents generated for a City purpose, are subject to the

    State open records act (RCW 42.17.250). A useful rule of thumb is thatelectronic records, including e-mail messages, should be composed with thesame care given a comparable paper memorandum.

    Scope of Requirement - For all routine/non-policy notes, messages, ortransmittal letters short-term retention in the employees mailbox issufficient. All policy correspondence and reports (either messages or

    attached files) should be archived on individual hard drives or on the CityLight server.

    Retention of Electronic Records from - http://sclweb/dpp/misc/EMailuse.htm

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    Tips on writing good emails

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    Emails and Printing

    11,000 approximate number of City of Seattle

    employees (regular, part-time and temp)

    If everyone prints just one email a day

    11,000 sheets x 5 = 55,000 sheets a week

    55,000 x 52 weeks = 2,860,000 sheets a year Thats 5720 reams. This is more paper than the

    Legislative Dept., Personnel, and the Dept. of

    Neighborhoods combined.

    Bottom-line: If everyone can print one less page

    per day, the City will save nearly 3 million sheetsthats more than 1.5 Space Needles! (953 ft. to

    be exact)

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    GroupWise 7.0 - Recap

    Introduction to the new GroupWise7.0 navigation bar and quick tabs

    Introduction of GroupWise Cabinet How to create and organize emails

    by project or topics

    Organized similar to WindowsExplorer

    How to add and sort columns

    Introduction to GroupWise Archive Emails are saved longer than 45 days

    Same file folder structure as In-box

    Un-archive to reply or forward, butre-archive to save again

    Introduction to categories andcolors

    Short intro/demo on Rules

    Overview of what to keep and notto keep

    Confidence in finding old emails =less likelihood you print for fearyoull never find again

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    Thank you!


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