Organizing Messages with the Cabinet

You use the Cabinet to organize and store your message folders. You can organize folders in the Cabinet the same way you organize directories in DOS or Windows 3.1, or folders in Windows 95/98/2000/XP and on the Mac OS.

The folders in your Cabinet fall into five categories : personal folders, shared folders, find results folders, IMAP folders, and NNTP folders.

You create personal folders for your own, private use. Use them to organize your messages and documents into separate groups. For example, you can create folders for information pertaining to certain projects, for specific message types, or for messages from certain individuals.

You can also create shared folders, which contain messages that can be viewed by other users. A shared folder's creator determines the access rights to the folder. For example, when you create a shared folder, you can decide who is permitted to read the messages in the folder, who can add messages to that folder, and so forth.

Find results folders are used to display a fresh listing of items that are the results of a Find session. For example, a High Priority Items folder can do a fresh search of your entire mailbox for messages that have a priority of High. Each time you click this folder, the search is performed again, so the listing is updated. The Find tool is covered later in this chapter.

NOTE

The Sent Items and Checklist folders are "system" folders and cannot be deleted.

IMAP folders are used when accessing an IMAP 4 mail account on the Internet with the GroupWise client. Enabling this feature is discussed in Chapter 8, "Advanced Features."

NNTP folders are used to store messages received from Internet newsgroups. Setting up NNTP access with the GroupWise client is also discussed in Chapter 8.

Creating Folders

GroupWise folders work the same way as the subdirectory structure of your computer's hard drive. When you open GroupWise 6.5, your folders appear on the left side of the screen. Your name should automatically appear on the top-level folder (the user folder). In addition to your user folder, eight default GroupWise folders exist: Mailbox, Sent Items, Calendar, Documents, Checklist, Work In Progress, Cabinet, and Trash.

You can only add new folders in the Cabinet, in your user folder, in the Documents folder, and in the Work In Progress folder. You cannot create subfolders under any Find results folder (such as Sent Items or Checklist), under the Calendar, under Trash, or under the Mailbox folder. We recommend that you store most of your GroupWise messages in Cabinet folders. You can organize the folders and subfolders in your Cabinet any way you like.

NOTE

In GroupWise, folder names can include punctuation and spaces.

Figure 5.1 shows some typical folders. A button with a plus sign to the left of a folder indicates that the folder contains hidden subfolders. A button with a minus sign to the left of a folder means that the folder has been expanded to show all its subfolders. Click a + or - button to show or hide the substructure beneath a particular folder.

Figure 5.1. You can create folders to help organize messages.

To create a folder, follow these steps:

1. If you want to create a folder that extends directly from the Cabinet folder, highlight the Cabinet folder. (If you want to create a subfolder under another folder, select the folder under which you want to create the subfolder.) You can also highlight the Work In Progress folder to create subfolders underneath it.

2. Choose File, New, Folder.

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   You can right-click the folder and choose New Folder from the QuickMenu.

3. Select the type of folder you want to create from the listPersonal, Shared, or Find Resultsand then click Next . IMAP and NNTP folders are discussed in Chapter 8.

4. Enter a folder name that describes the folder. You can use the Position area and the buttons at the right of the dialog box (Down, Left, and so on) to adjust the placement of the folder, as shown in Figure 5.2.

   Figure 5.2. You can enter a lengthy description of new folders as they are created.

   

   If you want to move a folder later, simply click it from the main screen and drag it to where you want it.

5. Click Next to continue creating the folder. You see the settings dialog screen, as shown in Figure 5.2.

6. You can change the description, the item source and type, the default view and sort , and the column information for the folder. Once you have personalized these choices, you can save them by clicking the Save As button and naming the folder configuration, as shown in Figure 5.3.

   Figure 5.3. Folders can be highly customized using the options in this dialog box.

   

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   You can choose from a list of predefined folder settings in the Setting Name drop-down list.

7. If you are creating a personal folder, click Finish to create the folder. (Shared folders are discussed later in this chapter.)

8. If you are creating a find results folder, you see the Find dialog box, as discussed later in this chapter. Enter the Find criteria and click Finish to create the find results folder.

As you create folders, you can change the settings later by editing the properties of the folder. Highlight the folder, click the right mouse button, and choose Properties.

NOTE

We explain more about how to customize the Cabinet and its folders in Chapter 11, "Customizing GroupWise."

Sharing Folders

When you create a folder in GroupWise 6.5, you can easily share it (and its contents) with other people in your system. This feature, called shared folders , is an excellent way to manage information that pertains to many people. For example, your company might have a shared folder called Company Notices to store messages intended for the entire company.

As mentioned before, the creator of the shared folder controls access to it. In the Company Notices example, a few key people might receive Add privileges (to add messages to the folder), and everyone else would be given Read privileges. Table 5.1 explains the different kinds of access privileges.

Table 5.1. Shared Folder Access Privileges

ACCESS PRIVILEGE	DESCRIPTION
Read	View and read messages in a folder
Add	Add messages to a folder
Edit	Modify items in a folder
Delete	Delete items from a folder

To share a folder, follow these steps:

1. Highlight the folder you would like to share. (If you select a folder that has subordinate folders, only the selected folder is shared, not the folders underneath it.)

2. Choose Sharing from the File menu. The Sharing tab opens, and the Not Shared option is highlighted. Alternatively, right-click and choose Sharing from the QuickMenu.

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   When you create a new folder, you can choose Shared Folder as the type of folder you wish to create.

3. Select Shared With and enter the names of the users you would like to share the folder with, or click the browse button next to the Users field to open the Address Selector. If you open the Address Selector, double-click the users or groups you wish to share this folder with. (Choosing a group means sharing with all members of the group. You can set the permissions for each person, as described next.) Click OK.

4. From the Sharing properties page, highlight a user from the list (or select multiple users with either Shift+click or Ctrl+click), and choose the access privileges you want that person to have. All users added to the Sharing list receive Read access by default. (Add allows users to place items in the folder, Edit enables users to change the items in the folder, and Delete enables users to erase items from the folder.)

5. Click OK.

6. The Shared Folder Notification screen appears. All new participants are displayed, and a mini message screen appears. Fill in the Subject line, enter a short message, and click OK.

Your Shared Folder Notification message automatically is sent to the participants, informing them about their access to the shared folder. The people you shared the folder with receive a Shared Folder Notification message in their Mailbox. Each recipient needs to install the shared folder. To do this, follow these steps:

1. Double-click the Shared Folder Notification message in your Mailbox folder. You see the Install Shared Folder Wizard start (see Figure 5.4).

   Figure 5.4. Recipients of a shared folder will receive this notification to install the folder.

   

2. Read the summary information and note the rights that you have been granted to this shared folder. Click Next.

3. The Install Shared Folder Wizard lets you name the folder whatever you'd like and place it in your individual structure of folders wherever you'd like. Use the Up, Down, Right, and Left buttons to move the folder. Click Finish to install the shared folder.

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When you install a shared folder from someone else, it is represented by a little man facing to the left (your folders). If you create a shared folder, the man is blue and is facing toward the right (items).

You can use shared folders to move mail from one user to another. This would be useful for directly exchanging a large group of messages, rather than forwarding them individually. Following are the steps involved (for this example we define the source user as the one whose mail is to be moved, and the target user as the user who is to become the new "owner" of that mail):

1. The source user shares a folder (or folders) containing the mail to be moved. The target user is added to the access list and granted all rights.

2. The target user accepts the shared folder or folders.

3. The target user drags all items from these shared folders to other folders in his own Mailbox.

4. After waiting for the move-to-folder operation to complete (usually just a minute or two), the target user deletes the shared folders.

5. The source user may now delete the shared folders. Note that when the source user looks in these folders (before deleting them), all the items in them are gone.

Deleting Folders

To delete a folder, follow these steps:

1. Select the folder to be deleted.

2. Choose Edit, Delete. (Alternatively, you can right-click the folder and choose Delete from the QuickMenu.) A summary of the messages in the folder appears, as shown in Figure 5.5.

   Figure 5.5. When you delete a folder, you will see a summary of its contents.

   

3. Choose whether to delete only the messages or both the folder and its messages.

4. Click OK.

Renaming Folders

To rename a folder, follow these steps:

1. Select the folder to be renamed , right-click it, and then choose Rename from the QuickMenu.

2. Edit the folder name and press Enter.

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You can use the Folders option under the Edit menu to determine which folders open in the main GroupWise screen when you start GroupWise. You can also use this dialog box to move folders up or down in the listing of folders, to create new folders, and to rename folders as shown in Figure 5.6 .

Figure 5.6. The Folders dialog box is an alternate method of managing your folders.

NOTE

The folder list can be sorted manually using the Folder Manager, or you can click the folder you wish to move and drag it to its destination.