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OSD: The Help Files Presents

Professional Development Summer 2008 GroupWise Mail Client


Introduction: In the effort of creating dynamic district and community communication this years training focuses on the GroupWise Mail Client. We have stressed usage of the ‘web client’ (the way you access your emails over the internet) in the past, however the ‘Desktop Client’ offers much more in terms of usage and functionality. In other words, you can do much more. This migration to the Desktop Client (referred to now as ‘the client’) is very important for communication within the district and serves as an amazing tool to be used by groups, committees and is crucial to the districts goal of ‘Good To Great’. Important Information: Aside from the client training we will be discussing in this manual, there are some very important web sites you will need to be familiar with.

OSD Main Website: http://ozark.k12.ar.us

The main site is the exclusive portal to all of Ozarks important areas. Webmail, Professional Development sites, and the other school campuses can be accessed from this site.

OSD Professional Development: http://ozark.k12.ar.us/good2great

The OSD Professional Development site is very important for inter-district communications with regard to our goal and our mission as a school district. Along with the E-Mail, and Main Website, this site is important and should be checked daily for updates. Most FAQ’s (Frequently Asked Questions) and committee information can be found on this site. There are other websites that are important as well, however these two are important for your day-to-day activities. Most information however will be accessed through GroupWise Email.


GroupWise Desktop Client Overview:

The client is extremely functional in comparison to the webmail client that you used in the 2007 school year. While the two clients look very similar you will notice that the desktop client is much more configurable and usable. There can be a small learning curve with regard to the desktop client, however once you get to using it, you will find that it isn’t very hard at all. Just as with other mail clients (like Thunderbird, Outlook or Outlook express) you will find there are some very basic features. In this introduction we will focus on three main areas. The first area is of course the ‘Mailbox’. the second area is the Calendar, and the third area is your Cabinet. You will use these three areas quite a bit in the upcoming year, so let’s take a moment and get familar with them. Mailbox: This is your inbox and has your most recent mail. Calendar: This is one of the things we will most use aside from the mail function. Cabinet: Is where you will create folders and store important emails and information.


Folder Panel:

Well, here is our folder panel, ready and waiting to be accessed. The folder panel is great because it can also serve as something of a navigational tool as well. The panel to the right of the Folder Panel is called the ‘Viewing Panel’ and it changes whenever something different is selected in the ‘Folder Panel’. For instance if we select ‘Mailbox’ with our mouse, then the Viewing Panel will show all the mail we have recieved. If we select ‘Calendar’ then the viewing panel will show our calendar. Most of everything in the Folder Panel is somewhat self-explanatory, however there are a couple of things that need mentioning. The ‘Documents’ area is a place where you can store projects you may be working on, however this is a ‘short-term’ area only. All of your long term storage projects need to go into your ‘T’ drive. (Please consult the ‘Saving To (T:) drive’ faq for more information.) Over to the left of some of your folders you will see a More specifically you will see this on the ‘Calendar’ folder. When you click it, the folder opens up. This is called ‘Expanding’ a folder. The ‘+’ appears when there are subfolders under the main folder. So

what we have here is really 2 calendars. The first calendar called’ callendar is your ‘Home Calendar’, which the second folder you see here in my client is the ‘Tech Trainer’ Calendar. This works for other areas as well. For example, if you look at ‘Documents’ or ‘Cabinet’ you will see the ‘+’ symbol out to the left of them. All this means is that there are sub folders underneath these areas and they need to be expanded if I wish to view them. After you ‘Expand’ and item the ‘+’ turns into a ‘-’, which indicates that you yhave expanded the folder out into its subfolder views. This should happend whenever ytou expand the other folders as well. One thing to bear in mind is that the ‘Folder Panel’ pretty much does everything that the ‘Navbar’ below does.

But with an exception or two. On the left-hand side of the tool bar you will see a down-ward pointing arrow. This arrow reveals the ‘Main Menu Bar’, however we will not go into that just yet. The main thing before moving onto the next section is to understand the basic terminology and how to navigate around the client interface. In particularly, you will need to be very familiar with the Folder Panel


Here are some quick definitive navigational terms to help you get around the system. During training we will refer to these terms often. It is important to get a common frame of reference for this terminology so that it is much easier to help if problems arise. This is a ‘Toolbar’. It allows you to have quick access to commonly used tools.

This is the Folder List, or the Folder Panel. This is one of the most important panels in the Client.

This is called a ‘Nav Bar’. The ‘Home’, ‘Mailbox’, ‘Calendar’, Documents’ are called tabs.

This is the Viewing Panel, this is important also and changes as you select different items in the Folder Panel.

Before we start on the specifics of how to use the client for things like sending mail, creating attachments, and so on and so forth, we want to look over the Folder Panel closely for a moment. Remember that the ‘Folder Panel’ is generally on the left hand side of your client interface. It is a list of items that usually starts with your home. The next item will be the ‘mailbox’ then ‘Sent Items’, etc, etc.


WARNING!

This button is a ‘preview’ button. Many email borne viruses enter a computer through this mode.

SAFETY FIRST: We need to take some time right now to talk a little bit about email safety. As with many things in life, there are some precautions you must take whenever utilizing the Internet. Just like in ‘Drivers Education’ you learned many little safety protocols, such as signaling, complete stops at stop signs, and the proper way to back up your vehicle. When you are looking over your email, you will notice that if you are in ‘preview’ mode you get a view of the mail simply by highlighting ‘selecting’ the email. This can be bad, especially if that email contains a malicious piece of code. The reason behind it, is that when you simply select the email the preview mode actually OPENS the email for viewing. It is much safer to leave this preview mode off. If you want to view an email simply double-click the email you want to read and GroupWise will open a seperate view window.


Summary: There are several other things you can find yourself working with. There are many tools that are available to you using the GroupWise Email Client. Feel free to explore the wide range of possibilities that are afforded to you. The next ‘Help File’ in the series will cover the ‘Mail’ functionality.


Notes:

GroupWise Email Client Introduction  

An introduction to the GroupWise Email Client

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